Additional Travel Information

• Travel advances are available if needed.  Requests should be submitted to ORSP at least one month prior to the travel dates.
• To obtain an advance, complete a Travel Advance Payment Request form, detailing the travel dates, destinations, estimated expenses, and purpose for travel.
• Normally an advance will cover a portion of lodging and meals, and 100 percent of transportation.
• Travel advances are to be reconciled using the Travel Reimbursement Request form within 20 days of the completion of a trip.
  • Any unused funds must be returned to The Research Foundation, in accordance with Research Foundation Travel Policy.
• No additional travel advances will be issued if a prior advance has not been reconciled.

• ORSP can mail registration forms and payments directly to the conference or meeting facilitator. Due to additional time that may be required in mailing a payment, please submit completed forms and documentation to ORSP with ample lead time for processing.
• If the project director wants to send the registration form and payment directly to meeting organizers, the project director can request reimbursement from ORSP.

When the Principle Investigator (PI) is also the traveler, there must be a counter-signature from PI's chair, dean or Associate Provost for Research to attest to the fact that the travel was appropriate.

There are times when nonexempt Research Foundation employees may travel to different locations other than the main work site as part of their normal work duties. The new Travel Time Reporting for Nonexempt Employees procedure states the pay rules that apply to nonexempt employees when traveling on company business. The document is located on the Procedures A to Z page of the Research Foundation website.

The RF does not preclude family members and others from accompanying travelers on business travel. However the expenses of accompanying persons may not be not paid by the RF, except as specifically provided below:

• Dependents: reimbursement or payment of travel expenses for dependents accompanying the traveler is not permitted except when allowed by the sponsor. Written evidence documenting sponsor approval must accompany the travel payment form in all cases when such costs are claimed.
• Spouse and companions: reimbursement or payment of travel expenses for spouses or companions accompanying the traveler is not permitted except in instances where the presence of the spouse or companion is a substantiated bona fide business purpose that will benefit the RF or SUNY, and the travel reimbursement is approved by an operations manager (OM) or designee or Officer or designee.

Reimbursement or payment is not permitted for expenses for personal travel combined with business travel or personal expenses incurred while in business travel status. Costs attributable to personal expenses, such as extended hotel stays or auto rentals, transportation or meal costs, or other personal incidentals that are not qualified for reimbursement under the RF policy for business travel, must not be submitted for reimbursement or, if included with business expenses, must be clearly identified and deducted from the request for reimbursement.

When a traveler is on an indefinite or long-term assignment (rather than traveling on a temporary assignment) and makes arrangements for accommodations at other than a hotel/motel, the OM or designee or Officer or designee must determine whether the per diem should be adjusted to an amount commensurate with the costs actually incurred.

During an indefinite or long-term assignment reimbursement is permitted for expenses incurred when the employee travels to return home on weekends or holidays, if approved by the OM or designee or Officer or designee, provided, however, such reimbursement is limited to the amount the employee would have received had he or she remained in the field.

The Research Foundation follows the IRS established rate for reimbursement of mileage when using a personal vehicle.

The 2025 effective mileage rate is: $.70 per mile

(For any remaining 2024 travel, the mileage rate is: $.670 per mile)

• Must be in official travel status & overnight travel status, which is a distance GREATER than 35 miles from employee's official station or place of residence.
• Allowance and reimbursement for breakfast and dinner follows is outlined below.

On day of departure

• Traveler is eligible for breakfast if travel BEGINS before 7 am
• Traveler is eligible for dinner if travel BEGINS before 6 pm

On day of return

• Traveler is eligible for breakfast if travel ENDS after 8 am
• Traveler is eligible for dinner if travel ENDS after 7 pm

Provisions:

1. No allowance or reimbursement will be made for lunch (see "FY25 Per Diem Breakdown" below).
2. No allowance or reimbursement will be made if meals are provided by a conference, meeting, or hotel, as this double charges the grant(s).
3. The U.S. General Services Administration website lists the per diem rates used to determine the traveler's reimbursement.
4. SUNY Oswego has opted to disallow reimbursement for meals on non-overnight travel; this policy supersedes any conflicting policies in the RF Travel Handbook for all awards administered by ORSP

FY25 Per Diem Breakdown

• If the meal rate listed in the GSA federal rates is $92 – Breakfast: $18, Dinner: $74
• If the meal rate listed in the GSA federal rates is $86 – Breakfast: $17, Dinner: $69
• If the meal rate listed in the GSA federal rates is $80 – Breakfast: $16, Dinner: $64
• If the meal rate listed in the GSA federal rates is $74 – Breakfast: $15, Dinner: $59
• If the meal rate listed in the GSA federal rates is $68 – Breakfast: $14, Dinner: $54

The FY25 standard lodging reimbursement for CONUS (continental United States) destinations increased from $107 to $110 per day.

Vehicles should be rented only when in the best interest of the project or the Research Foundation. Some reasons for renting are: when it is the least costly alternative; it is the only mode of transportation available; or will eliminate substantial delays. Travelers should rent vehicles in the name of the Research Foundation to ensure that the Research Foundation and the traveler are covered by Research Foundation insurance.

• The original vehicle rental invoice, any receipts, and justification for vehicle rental must be attached to the Travel Form claiming reimbursement.  Please consult the full Travel Handbook for further detail.
• Only program-affiliated persons may ride along; family, friends, and non-project individuals are not covered by insurance.
• Only authorized personnel may drive rental vehicles. All drivers must be RF employees, and cleared through ORSP prior to travel.
• If a personal credit card is used to rent the vehicle, the rental documents should clearly show that the vehicle is rented on behalf of the Research Foundation.  This will eliminate any confusion regarding liability for coverage in the event of an insurance claim. If a personal credit card is used, that individual must also be the main driver.

Please keep and submit all receipts. Reimbursable expenses include:

• Tolls
• Parking fees
• Fuel
• Vehicle rental

Rental agencies may offer the following types of insurance for short-term vehicle rentals:

• Damage waiver protection: Damage waiver protection coverage, also known as loss-damage waiver (LDW) or collision damage waiver (CDW), is available and MUST be purchased for all short-term vehicle rentals. This cost is generally an allowable charge to the sponsored program account. Please note that insurance (damage waiver and liability protection) is now included in the Enterprise contract.
• Personal effects insurance: Insurance for personal items is the responsibility of the individual. It is not an allowable charge against the sponsored program award and is not covered under the insurance policies of the RF. (Personal items do not include sponsored program research equipment insured under the RF floater policy.)
• Personal accident insurance and liability insurance: Personal Accident Insurance should not be purchased upon rental of the vehicle (it is not an allowable cost, because RF employees, program volunteers, and program participants are covered under Workers' Compensation Policy). It is not necessary to purchase additional liability coverage from the vehicle rental agency. Vehicles rented under short-term rental agreements are afforded primary liability coverage under the RF's hired automobile insurance policy.
  • Reporting accidents; All accidents must be reported to the following:
    • The rental agency: Report all accidents immediately. The authorized driver is also required to complete the agency's accident report form. Failure to comply with the requirements of the rental agency for reporting an accident or damage to the rental vehicle could result in the driver being held personally liable for any costs.
    • RF Central Office: Report to the Office of the Chief Financial Officer by calling 518.434.7052; faxing information to 518.935.6712; or emailing [email protected].
    • ORSP: Report to ORSP by calling 315.312.2888; faxing information to 315.312.3177, or emailing [email protected].
  • Claims: All claims must be forwarded to the Office of the Chief Financial Officer. The information can be faxed to 518.935.6712, or sent via email to [email protected]. The RF's insurance carrier reserves the right to deny coverage due to late reporting of a claim.

Travelers should use the most economical means of transportation whenever possible. Please keep all receipts and submit to ORSP. Costs must be recorded on the Travel Form.

• Taxi: The cost incurred for the use of taxicabs is reimbursable with receipts.
• Public transportation: The cost of necessary bus or subway trips is reimbursable. Please obtain receipts, or if not available, obtain a route schedule to document rates.

Travel by train or bus should be by coach if the one-way distance is 200 miles or less. Rail travel in excess of 200 miles one way may be first/business class. For first/business class, chair accommodations must be used during the day and roomette accommodations may be used for overnight travel.

Documentation Requirements:  Ticket stubs as well as receipts for any additional costs (such as tolls, parking, or mileage) must be attached to the Travel Form. If sleeping or parlor car accommodations are used, justification must be attached to the form.

Please keep and submit all receipts.

Requests for reimbursement for airplane tickets should be supported by the passenger's portion of the airline ticket or an e-ticket. Any other documentation should be attached to the Travel Form that shows reasonable proof that the trip was made (e.g. airline receipt). Requests for reimbursement for first class or other premium accommodations must be supported by explanatory statements and supporting documentation. When the PI is also the traveler, there must be a counter-signature from PI's chair, dean, or Associate Provost for Research to attest to the fact that the travel was appropriate. 

• Airplane tickets (including taxes).
  • In compliance with the Fly America Act, all air travel on federally funded projects (federal grants, contracts and subgrants) must be on a U.S. flag air carrier. For more information, see Fly America Act.
  • Per OMB requirements, "Airfare costs in excess of the customary standard commercial airfare (coach or equivalent), Federal Government contract airfare, or the lowest commercial discount airfare are allowable except when such accommodations would":
    • require circuitous routing;
    • require travel during unreasonable hours
    • excessively prolong travel;
    • result in additional costs that would offset the transportation savings; or
    • offer accommodations not reasonably adequate for the traveler's medical needs. In order for first-class airfare to be allowable, the institution must justify and document these conditions.
• Tolls, parking, and mileage related to airplane travel (e.g., travel to and from and parking at the airport).
• Trip cancellation insurance: reimbursement is allowed for protection against changes in travel plans (e.g., airfare refundable insurance), provided it is reasonably cost-beneficial. It is noted that non-refundable airline tickets must not be charged to a sponsored program award if a trip is canceled.
• Travel insurance: While traveling internationally on RF business, employees and their immediate family members may be covered under the RF's blanket international travel assistance coverage, subject to the limitations and exceptions when using the RF's International insurance program. For additional information, refer to International Travel section and International Travel Assistance - Administrative Guide. 

• Airline club memberships: reimbursement for memberships in airline and airport clubs is not permissible; however, purchase of a one-day airline or airport membership may be reimbursed, provided there is a justifiable and substantiated business purpose for the use of the membership, such as a meeting or conference call or lengthy travel delay that necessitates use of facilities for business purposes.
• Early-bird check-in option: reimbursement of fees for early-bird check-in or other similar service is not permissible.
• Upgrade seat charges - reimbursement for upgrade seats is not permissible unless deemed necessary, reasonable and appropriate due to special situations, such as a traveler's medical condition. Justification must be properly documented to the campus HR office for review.
• Nonrefundable airline tickets: Nonrefundable airline tickets should not be charged to a sponsored program account if a trip is cancelled. According to OMB requirements, "Cost Principles for Educational Institutions," a cost can be charged to a project if there is a direct benefit to the project. If the trip is cancelled, there is no benefit to the project. If in the future the principal investigator wants to pay the airline transfer fee and use the ticket for another purpose benefiting the project, then the cost of the ticket plus the transfer fee can be charged to the sponsored project.
• Frequent flyer programs: Travelers may personally retain frequent flyer plan rewards that accrue from business travel; however, reimbursement is not permissible for travel expenses paid for with frequent flyer points or similar travel reward benefits (i.e., a traveler cannot be reimbursed for airline tickets purchased with non-cash frequent user points or travel rewards).

Please keep and submit all receipts.  Any documentation should be attached to the Travel Form.

There are two methods to reimburse travelers for the cost of overnight meals and lodging.

• Method I: a per diem allowance, which reimburses lodging, meals, and incidental expenses without use of receipts
• Method II: a modified per diem allowance, which requires receipts for lodging reimbursements. Receipts are not required for meals and incidental expenses (M & IE) when giving a per diem. the traveler must be in overnight status, and the traveler must save and submit valid receipts for lodging expenses.

Travelers should choose one of these two methods. In some instances it is necessary to use both methods. In both methods, lunch is not reimbursable. The per diems include expenses such as tips to bellmen, hotel maids, etc.

Use of receipts to document lodging expenses is required. When a traveler is in overnight travel status, lodging will be reimbursed at the actual cost, up to the maximum federal allowance (see the GSA Web site). Meal receipts are not required for meal reimbursements. All meals associated with overnight travel will be reimbursed at the federal per diem rate for the area of assignment.

Travel expenses must be documented on the Travel Form.  Do not use SUNY travel forms.  When the PI is also the traveler, there must be a counter-signature from PI's chair, dean, or Associate Provost for Research to attest to the fact that the travel was appropriate. 

The Research Foundation is exempt from sales and use taxes for NYS and New York City (NYC), as well as California, Florida, Kentucky, Massachusetts, New Jersey, Pennsylvania, and Tennessee. For travel within these areas, travelers should use the RF tax exempt certificate, "Exempt Organization Certification". Please contact ORSP for this form.

To be allowed a full meal per diem, these two criteria must be met:

• the traveler must be eligible for both a breakfast and dinner as described in Meal Eligibility, and
• the traveler must be in overnight status.

When the traveler is in overnight travel status but is not entitled to the full meal per diem because of the meal eligibility requirements, the traveler will receive the amount for the meal that is not part of the per diem (i.e., breakfast or dinner). These rates are provided in Schedule 2, in the section "Method II (Receipted Lodging) or Non-overnight Receipted Meal Expenses." Also, see examples in the example section.

A per diem is the allowance for lodging (excluding taxes), meals and incidental expenses. Destinations within the Continental United States are referred to as "CONUS" rates or limits. 

The Research Foundation uses the U.S. General Services Administration (GSA) per diem rates to establish maximum reimbursement. These rates:

• differ from state to state and city to city (destination determines a traveler's reimbursement rate).
• include all applicable incidental expenses, such as tips to hotel maids and bellhops.
• are updated annually and provided online by GSA.

Rates for Alaska, Hawaii and Puerto Rico are established by the Department of Defense. Official DoD Per Diem Rates are available online from the Defense Technical Information Center but can also be accessed from the GSA web site related to Travel and Transportation Management Policy. These rates are subject to change monthly.

Any amounts over the federal per diem rates must be approved by ORSP and must be documented PRIOR to the travel event as to why the rate is over the maximum.

We fully appreciate that situations exist when abiding strictly to CONUS lodging limits is not possible or feasible when you travel for activities related to your sponsored program. 

For example, a conference you may want to attend in New York City is being held at the meeting hotel with rooms averaging $350 per night, but the CONUS limit for lodging in August 2015 is only $235 per day.

SUNY Oswego faculty/staff members seeking reimbursement above the CONUS limit for lodging MUST provide a very DETAILED justification PRIOR to travel relating to sponsored research activity. ORSP will systematically track, review, and document such requests so that these justifications of above-CONUS reimbursements are readily retrievable during a potential audit.  If the justification is not sufficiently detailed, the above-CONUS request can be denied by the campus RF Operations Manager.

Please note that this new policy applies to potential allowances for LODGING EXPENSES ONLY. CONUS limits will continue to be enforced on meals and incidental expenses.