Travel Voucher

Policy Title: TRANSPORTATION POLICY FOR BUSINESS RELATED TRAVEL Purpose:

The purpose of this policy is to define reimbursable travel expenses and the documentation required for submitting travel vouchers. As an employee traveling on business for the State of New York, you are performing a valuable service. At the same time, it is your responsibility to spend this travel money as efficiently and economically as possible. The basic rule to remember is that only actual, necessary, and reasonable business expenses will be reimbursed.

Policy:

The employee shall use the most efficient and cost effective method of transportation available and is in the best interest of the State. Often times, this means using a common carrier such as an airplane, train, bus or taxicab. Coach and excursion fares should be used whenever possible.

When choosing a method of transportation, several factors should be considered: o Distance traveled o Travel time o Type of transportation o Number of travelers o Number of locations to be visited

In cases where a common carrier could have been used but the traveler chose, for his or her own convenience, to use a personally owned vehicle, their travel expense reimbursement will be limited to an amount equal to the common carrier coach fare for the same route except when common carrier service would have caused the traveler to leave or arrive home at an unreasonable hour.

The Business Office in the Division of Finance and Management is responsible for determining if costs are reasonable and necessary.

Modes of Transportation:

Vehicle - Fleet, Rental or Personally Owned Vehicle When a vehicle is required for an employee to travel on college business they are strongly encouraged to first request the use of a College fleet vehicle. However, a fleet vehicle may not always be available, or in some cases, is not reasonable for the trip being taken.

If a fleet vehicle is not available the employee should consider renting a compact or standard vehicle as it is generally less costly than using a personally owned vehicle. When renting, an employee should use the State contract with Enterprise-Rent-A-Car.

If opting to use a personally owned vehicle, when a rental vehicle is available, reimbursement will be the lesser of the rental car cost or the personal car mileage as determined by using the following NYS OGS Trip Calculator: http://ogs.ny.gov/bu/ss/trav/calculators.asp