Information & Advisories > Privacy Policy > NSF ARRA Info > GSEU > Travel Guidelines

Travel Status

When you are on assignment at a work location more than 35 miles from both home and official station you are considered to be in travel status. This determines that you are eligible for reimbursement of travel expenses such as meals and lodging.

When travel is to a work location within 35 miles of your residence or official station, you are not considered to be in travel status and not covered by travel reimbursement policy.

Travel Reimbursements Within 35 Miles of Work Station

Occasionally employees find themselves attending official work functions such as meetings or conferences that are within 35 miles of their official work station. In addition, often these functions may run for multiple days and begin early in the morning or have late evening sessions that make it difficult for employees that are not lodging on-site. Therefore, System Administration staff will be allowed reimbursement for travel costs (meal, lodging, transportation) when attending functions within 35 miles of their own workstation under the following guidelines:

Required:

• Employee is traveling on official business.
• Vice Chancellor or designee approves the employee's expenses.
• Departmental budget has funds to support the expense.

Justifications:

• Employee is a committee member of the group/organization holding the event and is required to be on-site at all times.
• Employee is part of the organizing committee responsible for setting up and running the event and is required to be on-site at all times.
• The employee is attending business-related events or meetings that begin before 8:00 am and/or conclude after 8:00 pm.

Official Station

Your Official Station is your usual work location. The purpose of an official station is to establish when you are in travel status and eligible for travel expenses. Travel between your home and official station is considered commuting and is not reimbursed.

Transportation Expenses

When choosing the method of transportation you should consider several factors, such as distance traveled, time to travel this distance, number of travelers, numbers of locations to be visited, and what type of transportation may be available. NYS Contracts should be used whenever possible. If a more expensive method is used, you are required to obtain approval from the Director of Business Affairs and justification should be submitted with your voucher. Many airlines offer lower fares for travel on weekends. Employees should take advantage of super saver rates whenever possible, if a savings is realized. To obtain the lower airfare, there may be additional lodging and meal expenses. A cost comparison should be done to determine cost effectiveness (show airfare savings exceeds extra costs incurred).

Common Carrier

A common carrier (train, bus, plane) usually results in the most economical method of transportation. This is true especially for bus or train travel between New York City and Albany. The most economical method should be used unless there are circumstances that would make this unreasonable.