Tips and Resources for Successful State Travel

[Sean Brian Dermody]

Colleagues:

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.

Helpful Tips

1) A travel authorization must be completed in advance of all state-funded
or state-sponsored travel using the online Travel Authorization Form
<https://machform.plattsburgh.edu/view.php?id=209503>.  Forms need to be
routed to obtain all approvals and should be submitted two weeks in advance
of travel.

2) All Travel Authorizations should include an Itinerary or event/flyer
added as an attachment to substantiate the business purpose of the trip.

3) When staying overnight, travelers are expected to stay in lodging at the
applicable GSA Per Diem Rate.
<https://www.gsa.gov/travel/plan-book/per-diem-rates> If that per diem rate
is not available, the traveler must submit an over per diem lodging form
<https://drive.google.com/file/d/1iy5bklknohgdaIFW6JgaSZYNmttNBduO/view>
with their travel authorization. Failure to submit the form and obtain
approval in advance may result in the employee having to reimburse the
state.

4) Travel Vouchers must be submitted timely after completion of travel.
Supporting documentation include: Gas receipt, lodging receipts, itemized
meal receipts.

5) When using a personal vehicle, a statement of automobile travel
<https://drive.google.com/file/d/1SGFYfetxxvxe44LRarV99mn0jmJ2Tjee/view>
must be submitted with the travel voucher.

6) When planning meals, bear in mind that neither lunch nor alcohol are
reimbursable and employees are expected to stay within the applicable OSC
Meal Per Diem Rates
<https://web.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/D.htm>.

Resources

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:

1) Travel Website
<https://www.plattsburgh.edu/about/offices-divisions/administration-finance/financial-services/making-purchases-payments/travel/index.html>
–
Includes detailed information on planning your travel, how-to guides and
frequently asked questions.

2) Travel Authorization Tutorials – Provides detailed guidance on how to
use the online travel authorization form.  One tutorial is available
for travelers
and preparers <https://youtu.be/5umOb7whhvk> and one for approvers
<https://youtu.be/K9OxRQ0_8ZI>.

3) Travel Policy
<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.>

4) Directory of Forms
<https://www.plattsburgh.edu/about/offices-divisions/administration-finance/directory-of-forms.html>
If you need other assistance, please do not hesitate to reach out to us at
travel at plattsburgh.edu.
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