Travel is an important aspect to the advancement and growth of the institution's faculty, staff, and students.
The SUNY Oswego Travel Office processes travel payments consistent with policies, procedures and guidelines established by SUNY Oswego, the NYS Office of the State Comptroller, SUNY System and the NYS Office of General Services. Various options are available for the traveler including reimbursement and travel cards for expenses incurred when the employee is in travel status. All expenses incurred must be in the best interest of the institution and the most economical option available. We recognize the complexity of travel policies, procedures and guidelines and strive to make travel experiences as positive as possible for members of our campus community.
Forms and Necessary Approval
Approval of documentation is required at different levels and stages depending on the type of travel and needs of the traveler:
An employee must complete a Travel Request (T-1) for every trip whether they are in overnight status, or simply taking a day trip. Travel Requests identify:
- who is traveling
- where they are going
- what they are doing
- when they leave and return
- what expenses they expect to incur
- the funding account and a complete list of all parties traveling
The traveler's supervisor, Director, Dean, Vice President, Provost or President should approve an employee's travel plan and funding source before travel takes place. It is important that all employees plan their travel, submit a completed and approved Travel Request to their Department's Office at least TWO WEEKS in advance of the date of departure. The dollar limit is the maximum amount that will be reimbursed to the traveler. Failure to submit a Travel Order may delay a traveler's request for reimbursement.
Please note: All out of state travel requires approval from a Dean or a Vice President. Professional development funding requires additional approval from the department chair of Professional Development.
After travel takes place and if the traveler is due reimbursement, the traveler must:
- complete a Travel Voucher
- attach all of their itemized receipts
- obtain the signature of their supervisor, Director, Dean Vice President, Provost or President
- send everything to the Travel Office
If a fleet vehicle is not available, and a personal vehicle is used during a trip, personal mileage will be reimbursed. The traveler must complete and attach a Statement of Automobile Travel Form to their Travel Voucher. If travel per day is over 80 miles with a personal vehicle the mileage-rental calculator form will need to be provided.
The traveler is responsible for knowing and complying with all travel guidelines. Please note: travel reimbursement will be directly deposited into the travelers account at their financial institution.