<div dir="ltr"><div class="gmail_default" style=""><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"><font face="arial, sans-serif" style="">Colleagues:</font></span></div><div class="gmail_default" style=""><span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"><font face="arial, sans-serif"><br></font></span></span></div><div class="gmail_default" style=""><font face="arial, sans-serif"><span id="gmail-docs-internal-guid-669787a1-7fff-4601-dc6b-1c6f5bc810ba"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">In order to facilitate efficient travel planning and timely reimbursement of travel expenses, Regional Procurement Services would like to provide the following helpful tips and resources on campus travel.</span></span><br clear="all"></font></div><div class="gmail_default" style=""><span id="gmail-docs-internal-guid-7638277b-7fff-f236-4ee2-89988b2242a2" style=""><font face="arial, sans-serif" style=""><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">Helpful Tips</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">1) A travel authorization must be completed in advance of all state-funded or state-sponsored travel using the</span><a href="https://machform.plattsburgh.edu/view.php?id=209503" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(34,34,34);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">online Travel Authorization Form</span></a><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">.  Forms need to be routed to obtain all approvals and should be submitted two weeks in advance of travel.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;white-space:pre-wrap">2) All Travel Authorizations should include an Itinerary or event/flyer added as an attachment to substantiate the business purpose of the trip. </span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">3) When staying overnight, travelers are expected to stay in lodging at the applicable</span><a href="https://www.gsa.gov/travel/plan-book/per-diem-rates" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(34,34,34);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">GSA Per Diem Rate.</span></a><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> If that per diem rate is not available, the traveler must submit an</span><a href="https://drive.google.com/file/d/1iy5bklknohgdaIFW6JgaSZYNmttNBduO/view" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(34,34,34);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">over per diem lodging form</span></a><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> with their travel authorization. Failure to submit the form and obtain approval in advance may result in the employee having to reimburse the state.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;white-space:pre-wrap">4) Travel Vouchers must be submitted timely after completion of travel.  Supporting documentation include: Gas receipt, lodging receipts, itemized meal receipts.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;white-space:pre-wrap">5) </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">When using a personal vehicle,</span><a href="https://drive.google.com/file/d/1SGFYfetxxvxe44LRarV99mn0jmJ2Tjee/view" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(34,34,34);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">a statement of automobile travel</span></a><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> must be submitted with the travel voucher.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">6) When planning meals, bear in mind that neither lunch nor alcohol are reimbursable and employees are expected to stay within the applicable</span><a href="https://web.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/D.htm" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(34,34,34);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">OSC Meal Per Diem Rates</span></a><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:0pt;padding:0pt 0pt 12pt"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap"><font color="#000000">Resources</font></span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">We understand there are a number of requirements related to state travel, and our team has prepared a number of resources to assist you.  Several key resources include:</span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt"><font color="#000000">1) </font><a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/financial-services/making-purchases-payments/travel/index.html" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">Travel Website</span></a><span style="background-color:transparent;color:rgb(0,24,113);font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">– Includes detailed information on planning your travel, how-to guides and frequently asked questions.</span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">2) </span><span style="background-color:transparent;color:rgb(46,46,46);font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">Travel Authorization Tutorials – Provides detailed guidance on how to use the online travel authorization form.  One tutorial is available for</span><a href="https://youtu.be/5umOb7whhvk" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(46,46,46);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">travelers and preparers</span></a><span style="background-color:transparent;color:rgb(46,46,46);font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> and one for</span><a href="https://youtu.be/K9OxRQ0_8ZI" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="color:rgb(46,46,46);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"> </span><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">approvers</span></a><span style="background-color:transparent;color:rgb(46,46,46);font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">. </span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt"><font color="#2e2e2e">3) </font><a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/management-services/campus-handbook/section-vi-finance-budget/travel-policy.html#:~:text=1%20Only%20Travelers%20without%20a,advance%20that%20they%20are%20requesting." style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">Travel Policy</span></a></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt">4) <a href="https://www.plattsburgh.edu/about/offices-divisions/administration-finance/directory-of-forms.html" style="background-color:transparent;white-space:pre;text-decoration-line:none"><span style="background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;text-decoration-line:underline;vertical-align:baseline;white-space:pre-wrap">Directory of Forms</span></a></p></font></span></div><div class="gmail_default" style=""><span id="gmail-docs-internal-guid-32bcbfca-7fff-2352-2ae1-0930369f6ca5" style=""><font face="arial, sans-serif" style=""><span style="color:rgb(46,46,46);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">If you need other assistance, please do not hesitate to reach out to us at  </span><span style="color:rgb(17,85,204);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap"><a href="mailto:travel@plattsburgh.edu">travel@plattsburgh.edu</a></span><span style="color:rgb(46,46,46);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;vertical-align:baseline;white-space:pre-wrap">.</span></font></span><br></div></div>