Travel Reimbursement -- Department of Psychology, University at Buffalo, SUNY

AIRFARE
- All Airfare must be billed to a Business Travel Account (BTA)
- Tourist or coach fare
- Travel by air when the distance is less than 200 miles requires approval by the President or his designee
- Saturday stayover is permissible if cost savings are documented
- No prohibition on flag of carrier

TRAIN
- All train (Amtrak) charges must be billed to a BTA

MILEAGE
- Mileage reimbursement is based on current IRS rate
- Statement of automobile travel (form AC160) must be completed and attached to the travel voucher

AUTO RENTAL
- Within New York State (NYS), decline collision and rent in the name of NYS
- Out of state, collision will be reimbursed; no other insurance will be reimbursed, rent in the name of NYS
- When attending a conference and staying at a conference hotel, justification is required for auto rental

TAXI / PARKING / TOLLS
- Reimbursed at actual amount incurred with original receipt

MEALS
- On the day of departure, the traveler is eligible for reimbursement for breakfast, if departure occurs at least one hour before the employees’ normal work starting time
- On the day of return, the traveler is eligible for reimbursement for dinner, if return occurs at least two hours later than the employees’ normal work ending time
- There are five meal rates, based on destination as detailed in the current federal per diem rate schedule and must be supported by a lodging or meal receipt
- Non-overnight trips meeting the time requirements are eligible for receipted meals up to the per diem or an unreceipted meal rate of $12.00 dinner and $5.00 breakfast. Non-overnight meals are taxable per the IRS guidelines.
- If meals are included in a conference, they will not be reimbursed. Reimbursement is not provided for lunch

LODGING
- Lodging reimbursement depends on the destination and is based on the current federal per diem rate schedule
- If staying at a conference hotel for a conference not sponsored by SUNY or NYS, the conference hotel single rate must be
documented
- If attending a conference sponsored by SUNY or NYS, the maximum reimbursement rate is the current federal
per diem rate schedule for the destination
- Reimbursement for personal telephone calls, pay TV or movies, and laundry is not allowed
- Business calls must be documented

RECEIPTS / OTHER
- Original receipts are required
- Incidental expenses such as tolls, parking, taxis and local bus or train fares under $75.00 may be submitted without a receipt. This applies per individual receipt and travelers need only itemize each expense on the travel voucher indicating the date, time, location, and amount claimed. Departments may require receipts for incidental expenses at their discretion.
- When attending a conference/seminar, the brochure/agenda is required
- Use of the Tax Exempt Certificate is encouraged. NYS sales tax is not reimbursed
- Signatures of traveler and supervisor are required. Candidate and foreign travel require Dean’s or VP signature.
- Actual purpose of travel must be listed (“on official business” or “in relation to duties” are not acceptable)

TRAVEL STATUS
- An employee is in travel status when the employee is engaged in official University business at a distance of more than 35 miles from the designated official station and place of residence. Traveler must be away for more than 3 hours.

The source of this info (a pdf file with the same text) can be downloaded from here (bottom of the page).


Department of	Psychology
University at Buffalo \|	Home > Resources > Travel Reimbursement


					*Summary of State* Travel Expense Reimbursement Policy AIRFARE - All Airfare must be billed to a Business Travel Account (BTA) - Tourist or coach fare - Travel by air when the distance is less than 200 miles requires approval by the President or his designee - Saturday stayover is permissible if cost savings are documented - No prohibition on flag of carrier TRAIN - All train (Amtrak) charges must be billed to a BTA MILEAGE - Mileage reimbursement is based on current IRS rate - Statement of automobile travel (form AC160) must be completed and attached to the travel voucher AUTO RENTAL - Within New York State (NYS), decline collision and rent in the name of NYS - Out of state, collision will be reimbursed; no other insurance will be reimbursed, rent in the name of NYS - When attending a conference and staying at a conference hotel, justification is required for auto rental TAXI / PARKING / TOLLS - Reimbursed at actual amount incurred with original receipt MEALS - On the day of departure, the traveler is eligible for reimbursement for breakfast, if departure occurs at least one hour before the employees’ normal work starting time - On the day of return, the traveler is eligible for reimbursement for dinner, if return occurs at least two hours later than the employees’ normal work ending time - There are five meal rates, based on destination as detailed in the current federal per diem rate schedule and must be supported by a lodging or meal receipt - Non-overnight trips meeting the time requirements are eligible for receipted meals up to the per diem or an unreceipted meal rate of $12.00 dinner and $5.00 breakfast. Non-overnight meals are taxable per the IRS guidelines. - If meals are included in a conference, they will not be reimbursed. Reimbursement is not provided for lunch LODGING - Lodging reimbursement depends on the destination and is based on the current federal per diem rate schedule - If staying at a conference hotel for a conference not sponsored by SUNY or NYS, the conference hotel single rate must be documented - If attending a conference sponsored by SUNY or NYS, the maximum reimbursement rate is the current federal per diem rate schedule for the destination - Reimbursement for personal telephone calls, pay TV or movies, and laundry is not allowed - Business calls must be documented RECEIPTS / OTHER - Original receipts are required - Incidental expenses such as tolls, parking, taxis and local bus or train fares under $75.00 may be submitted without a receipt. This applies per individual receipt and travelers need only itemize each expense on the travel voucher indicating the date, time, location, and amount claimed. Departments may require receipts for incidental expenses at their discretion. - When attending a conference/seminar, the brochure/agenda is required - Use of the Tax Exempt Certificate is encouraged. NYS sales tax is not reimbursed - Signatures of traveler and supervisor are required. Candidate and foreign travel require Dean’s or VP signature. - Actual purpose of travel must be listed (“on official business” or “in relation to duties” are not acceptable) TRAVEL STATUS** - An employee is in travel status when the employee is engaged in official University business at a distance of more than 35 miles from the designated official station and place of residence. Traveler must be away for more than 3 hours. The source of this info (a pdf file with the same text) can be downloaded from here (bottom of the page). Department of Psychology, University at Buffalo, The State University of New York Send comments to: psych@buffalo.edu \| Last updated: December 4, 2002

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