Frequently Asked Questions
Will I be reimbursed for a rental car while at a conference?
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.
How early can I travel to a conference? And how late can I stay?
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.
Can I bring a friend?
No, Upstate will not reimburse for additional travelers.
What can I use my state travel card for?
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.
Do I need a travel authorization?
If you are traveling using state funds you must have an approved travel authorization on file prior to making travel arrangements.
If you are traveling using research funds you do not need a travel authorization.
Do I need a state travel card?
If you are a state employee traveling using state funds, yes you must use your state travel card. If you do not have a state travel card, please complete an application
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.
Do I need a receipt?
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.
Where do I send my reimbursement request?
We can accept your completed reimbursement packet by mail:
OR you may send a copy to email@example.com
We do not accept reimbursement through self-serve.
What should I include with my reimbursement request?
Please complete the entire top section of the reimbursement form including travel times. You will need to include the following if applicable:
- Lodging receipt
- Airfare receipt
- Uber/Taxi/Lyft receipt
- Car rental receipt with justification
- Toll receipt
- Mileage back-up either the map directions or the statement of automobile travel
- Conference Agenda
- 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.
Will I be reimbursed for alcohol?
No, Upstate does not reimburse for alcoholic beverages.
Do I need a tax-exempt form?
Yes, if traveling within NYS, Upstate is tax exempt. Please provide a tax-exempt form.
Do I need to complete the Over The Max 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.