Procurement Office > For Employees > Travel > Travel Checklist
Travel Checklist
In order to avoid a delay of travel expense reimbursement, here are some reminders for both State and Research travel according to audit requirements. Include the following receipts/documentation where applicable.
Submit an original hotel bill with itemized breakdown of charges.
When your lodging exceeds the federal per diem rate for either domestic or foreign travel, you should submit an over the maximum justification explaining why you stayed at a particular hotel (e.g. conference hotel or site). The hotel rate will automatically be adjusted to the government rate if the justification is not submitted with the voucher.
Lodging location should be identified when only claiming meals.
When traveling with a coworker on either State or RF funds, each traveler must claim his own lodging, meals and registration fees.
Attach a program/brochure indicating conference dates, location and daily schedule or agenda.
Submit a car rental receipt (rental agreement). A justification is required when lodging is at conference site. Taxes in NYS are not reimbursable.
Business call justification: Document purpose, telephone number and party called. (For research funded travel only, a traveler is allowed one personal call per day not to exceed $5.00).
Registration fees require the registration form and one of the following: canceled check, copy of charge statement, or confirmation from the conference event indicating the dollar amount paid.
- IRS Mileage Rate Increase
- The IRS has released new mileage rates effective July 1, 2008 for the second half of 2008. This applies to all Research Foundation, Stony Brook Foundation and State business travel. The reimbursement rate will be 58.5 cents per mile.
- NOTE: For Research Foundation only, the mileage rate for moving expenses has increased from 19 cents to 27 cents per mile.
Telephone number where a contact person can be reached.
Airfare
- State:
- Employees are required to purchase tickets through the Citibank Central Travel Account (CTA) by contacting Euro Lloyd Travel by calling (631) 632-7799.
- Research:
- The program is also available for business travel funded by the Research Foundation. Contact Euro Lloyd Travel for a quote; attach to a purchase requisition and forward to the Office of Grants Management for approval. Upon approval traveler will bring requisition to the Procurement Office.
Please confirm all flights directly with the airlines at least 24 hours prior to flight departure.
