Frequently Asked Questions

“How to” tips for planning your Employee Travel with SUNY Upstate Medical University

• How To Tips for Planning Employee Travel

You should choose the most cost-effective method of transportation available.  Please use the Rental Vs. Own Car Driving Calculator to assist with this decision.  

• Rental Vs. Own Car Driving Calculator

Yes, 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/uber/lyft or shuttle from the airport to the hotel and return will be reimbursed with the submission of the car rental receipt.  You must book through our website using our contract codes. 

You will be reimbursed for travel up to 1 day prior to the start of your attendance at the conference. You are expected to return no later than 1 day following your attendance. 

No, Upstate will not reimburse for additional travelers.  

You can only use your state travel card for expenses related to your travel including airfare (booked through direct travel), car rental (booked through enterprise), registration fees (up to $500), parking and luggage fees. 

You cannot use your state travel card for Uber/Lyft/Taxi, meals or incidental expenses.  You cannot use your state travel card for other people’s travel expenses.  You cannot use your state travel card for expenses that will be paid through research.

If you are traveling using state funds you must have an approved travel authorization on file prior to making travel arrangements. 

• How to Complete a Travel Authorization in Self-Serve for State Employees

If you are traveling using research funds you do not need a travel authorization.

If you are a state employee traveling using state funds, yes you must should use your state travel card. If you do not have a state travel card, please complete an application.

• Form for Requesting Individual State Travel Card

If your travel card does not come in on time, please pay out of pocket and submit a reimbursement form.

If you are traveling under research funds or if you are not a state employee, you will need to pay out of pocket for your travel expenses and complete a reimbursement form upon your return.

* Should you choose to pay your travel expenses with your personal credit card you assume liability for all charges; any charges without receipts will not be reimbursed. Reimbursements can take up to 30 days from the time the travel office receives ALL required back up.

Did you use your travel card?  YES you need a receipt.

Do you want to be reimbursed?  YES you need a receipt.

Are you asking for meal per diem?  NO you don’t need a receipt, we will reimburse you at the per diem for the location you traveled to, less any meals covered by your conference.

We can accept your completed reimbursement packet by mail:

Travel Office

5784 WW Room 2062

OR you may send a copy to [email protected]

We do not accept reimbursement through self-serve.

Please complete the entire top section of the reimbursement form including travel times.  You will need to include the following if applicable:

1. Lodging receipt
2. Airfare receipt
3. Uber/Taxi/Lyft receipt
4. Car rental receipt with justification
5. Toll receipt
6. Mileage back-up either the map directions or the statement of automobile travel
7. Conference Agenda
8. Any other receipts that need reimbursement

If you have used your travel card for any of these expenses please put the amount in the section:  “Subtract Amount Billed to Corp Card (AC 3256-S)”  

Please make sure your reimbursement form is signed by yourself and your direct supervisor prior to submission.

Examples

• State reimbursement form example
• Research reimbursement form example

No, Upstate does not reimburse for alcoholic beverages.

Yes, if traveling within NYS, Upstate is tax exempt.  Please provide a tax-exempt form. 

If the nightly rate of the hotel is more than the location per diem, yes, you will complete the over the max form.  Please include this form with your travel card receipts and your reimbursement packet. 

• There’s an easy way to determine which form you need to use; has the trip happened or not? If you’re submitting to pay for travel before the trip has occurred, whether you have personally paid for the expense or not, it is technically an advance. You will use the 2024/25 Travel Pre-approval and Advance Form.
• Once you have returned from the trip, you will need to fill out the 2024/25 Upstate Travel Reimbursement Form to reconcile the rest of the expenses incurred. You will be able to note any expenses that have been advanced to make sure you have the correct totals.

Please follow these steps once you’ve returned from your trip:

1. Complete travel reimbursement form.
2. Gather all receipts and backup, registration, transportation, lodging, agenda or trip itinerary, etc.
3. Prepare justifications for all expenses as required.
4. Have supervisor sign travel reimbursement form.
5. Email to [email protected]

Please note an approved travel authorization is required in self-serve prior to traveling.

Please follow these steps once you’ve returned from your trip:

1. Gather all receipts and backup, registration, transportation, lodging, agenda or trip itinerary, etc.
2. Prepare justifications for any expenses as required.
3. Complete 2024/25 Upstate Travel Reimbursement Form in Infoready.

Please note a pre-approval for travel expenses should be submitted prior to your trip

If convenient, you can prepay for your ground transportation.  When the payment dates do not fall within official travel status due to pre-payment, please include an explanation including the date of charge and the date of the service.