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Travel

Travel Award Information

Eligibility:

There are a few travel awards available for Postdocs presenting at scientific meetings. Postdocs are eligible for ONE (1) travel award up to $500 per the academic year. Preference will go to Postdocs who are not receiving or eligible to receive funds from other areas (i.e. grant money, fellowships, etc.). This is a first-come-first serve basis.

Travel Policies

It's important before booking your travel it's important you read through the Upstate Medical University travel policies. 

In the travel policies you will find information on lodging, meals, receipts, taxi's, etc. This will be important to read so you know what you can and can not be reimbursed for.   

Lodging:

  • Lodging reimbursement is for room and tax only outside of New York State. If within New York State travelers must provide the hotel with a state tax exempt form. If tax is charged on an individual's state issued travel card, it will be the responsibility of the card holder to obtain a credit for the tax.
  • Hotel accommodations must be booked by the individual traveler using your state travel card. Please ensure you book a room at the per diem rate for your location Do not use your state travel card to book rooms for another employee.
  • Research Foundation employees traveling under state funds will need to book accommodations with a personal credit card and submit for reimbursement.
  • Maximum lodging reimbursement depends on the area of assignment and is based on the current federal per diem rate schedule.
  • If the nightly hotel rate is over the location per diem please complete the over the max form and include it with your receipt. You will need to include justification for the overage. Conference hotel is no longer an accepted justification.
  • Reimbursement for upgrades, personal telephone calls, pay TV or movies, laundry, entertainment, and expenses to and from meals is not allowed.
  • Effective in 1999 the maximum lodging rates do not include the tax.
  • NYS taxes are not reimbursable. See Frequently Used Forms for for Tax Exempt Certificates.
  • AirBnB, VRBO or similar rentals will not be reimbursed to employees.

Meals:

  • Reimbursement will be based on the federal per diem allowance for area of assignment. We reimburse M&IE rates, 80% for dinner, 20% for breakfast. We do not reimburse additional for first and last day of travel.
  • If traveling for the day, you may get reimbursed up to the max per diem amount with documentation of meal receipts. If there are no meal receipts provided when submitting your expense report, the max per diem you can get reimbursed is $5 for breakfast and $12 for dinner, which is taxable.
  • If submitting receipts for meals, breakfast will only be reimbursed if it is before 11am and dinner will only be reimbursed if it is after 4pm. Receipts must be detailed and will only be reimbursed to the max for that meal, alcohol is not a reimbursed expense. Within NYS we will not reimburse tax.
  • If an employee is staying overnight with friends or relatives while traveling, they will receive a fixed rate allowance for meals and incidentals. When traveling to New York City, Nassau, Suffolk, Rockland and Westchester Counties the per diem rate is $50/day. When traveling to Albany, Binghamton, Buffalo, Rochester, Syracuse the per diem rate is $40/day.
  • Eligible for breakfast on day of departure if departure is before 7am.
  • Lunch is not a reimbursable expense.
  • Eligible for dinner on day of return if returning after 7pm.
  • Reimbursement for meals requires both an agenda from the conference/meeting/training and lodging information.

Find other information on receipts, tolls, etc. will be on the travel policy page. 

How to apply

Per the new travel policy you must receive a pre-approval 30-days prior to your travel date. All travel award request must be to me 30-days prior to travel or your reimbursement may be held up or not reimbursed. 

Step #1: Go to InfoReady 

Step #2: Login using your Upstate login

Step #3: Go to the upper right hand corner of the page to your name, click on your name, fill out the form and go to the bottom to add Shaunna Arnold as a proxy. (This only needs to be completed ONCE) Once I've been added as a proxy for you, you won't have to add me again).

Step #4: Fill out the travel request form  and email the form to [email protected] along with a copy of the conference agenda and confirmation of your presentation. I will submit your request, please make sure you get it to me in time to get it in 30-days prior to travel. 

After you've traveled

Once approved for a Travel Award (please see process above), complete the Travel Application and submit to Shaunna Arnold at [email protected].  All receipts and proof of presentation (either poster or oral) must be enclosed. Along with a photo from the trip. This form should generally be completed after you present and travel.

Quick access to travel forms

30 days prior to travel:

TRAVEL PRE-APPROVAL REQUEST FORM

After your conference:

TRAVEL APPLICATION

 

Travel Questions:

If you have any travel questions contact Shaunna Arnold, Coordinator of Career Services at [email protected] or (315) 464- 4547. 

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