Frequently Asked Questions
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Q. |
What if I can purchase a lower airfare with a different airline than the NYS contracted rate? |
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A. |
Most lower airfare rates are supersavers that require a Saturday night stay over and are nonrefundable. Neither of these conditions exist with the NYS contracted rates. If the purchase of the lower rate requires additional cost (i.e. hotel, meals, airport parking) because of the Saturday night requirement, then the cost savings will have to be documented in writing and will require the approval of the Office of Finance and Management. In addition, if the trip is canceled and the airfare is nonrefundable, a letter of justification will be required. If traveling on a Research Foundation grant, nonrefundable airline tickets cannot be charged to a sponsored program account if a trip is canceled. |
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Q. |
Will I be reimbursed for a rental car while at a conference?
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A.
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Car rental reimbursement must be justified for business purposes. If you decide to rent a car and cannot justify it for business purposes, the cost of a taxi or shuttle from the airport to the hotel and return will be reimbursed with the submission of the car rental receipt. |
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Q. |
What if I lose the receipts for my travel reimbursement?
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A.
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Receipts will not be required for incidental business expenses under $75, such as tolls, parking, taxis and local bus or train fares. If a receipt is not obtained or is lost, the traveler may itemize the expenditure in a memo and submit it with the Travel Voucher. The $75 limit refers to each receipt. Receipts for hotel and other major expenses are required for reimbursement.
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If you have other questions:
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