Procurement Office > Frequently Asked Questions > Travel

Travel

What is the definition of Travel Status?
An employee is in Travel Status when they are engaged in official University business, and more than 35 miles from both their residence and official station.
What is an Official Station?
An Official Station is generally the address of the office to which the employee is assigned. An employee can have only one official station, which is determined by the University. The purpose of the official station is to determine when the employee is in travel status and eligible for reimbursement. Travel between employee's home and official station is considered commuting and is not reimbursable.
How can I calculate mileage for a trip?
Go to www.mapquest.com.
What is the current mileage rate per mile?
Effective January 1, 2018 the current mileage rate is $0.545 per mile.
What method of transportation should be used?
Travelers are to use the most efficient and cost effective mode of transportation. This includes common carriers such as airplane, train or bus. Selection of method of travel must be in the best interest of the State and Research Foundation and in accordance with sponsor guidelines. The lowest cost coach fare or equivalent must be obtained.
When should a car rental be used?
When traveling on University business a rental car should be used in lieu of a personal car when they prove to be the most cost effective means of transportation. The State has contracts with both Enterprise and Hertz. Please use the Trip Calculator for a cost comparison.
In the event that it is necessary to use a personal car, justification and supervisor approval is required and must be provided with your expense report.
What destinations are restricted for travel?
  • United States of America: At this time the Governor's Executive Order bans travel to Mississippi and North Carolina. Stony Brook University has also been advised by the Governor's Office of Employee Relations (GOER) that a labor dispute currently exists at the Hilton Albany Hotel, 40 Lodge Street, Albany, NY 12207. In order to comply with GOER's request, we ask that the Stony Brook University community refrain from booking new events or reserving rooms at this hotel until further notice.
  • Foreign: Check the U.S. Department of State Alerts and Warnings Travel Site.
How can I find the per diem rates for domestic/foreign lodging and meals?
When can per diem for meals be claimed?
When submitting a receipted bill for hotel lodging, per diem meals can be claimed. The per diem rate is based the location of the travel event and where the lodging is obtained. The GSA rates only include breakfast and dinner. Per Diem for meals does not require receipts.
How do I breakdown the daily meal allowance?
Current Per Diem Rates
Total Meal Rate Breakfast Dinner
$74 $15 $59
$69 $14 $55
$64 $13 $51
$59 $12 $47
$54 $11 $43
$51 $10 $41
Foreign Meal Allowances are broken down 20% for Breakfast and 80% for dinner.
If attending a conference and a meal is provided such as breakfast or dinner the traveler cannot claim per diem reimbursement.
When can I claim a one day meal?
One day meals can be claimed when an employee is in non-overnight travel status; traveler must leave before 7 a.m. and return after 7 p.m. Actual cost of the meal up to the per diem rate of the travel location can be claimed for breakfast and dinner if receipts are provided. Unreceipted meals will be reimbursed at a per diem of $5.00 for breakfast, and $10.00 for dinner. Please note that non overnight meal reimbursements are taxable by IRS rules. Employees can only be reimbursed for one day meals on the same funding source as their payroll.
What is Method 1?
Method 1 is when there is no receipted lodging bill, most common when staying with family and friends. The following rates are applicable for overnight Travel:
Destination Per Diem
New York City, Nassau, Suffolk, Rockland and Westchester counties $50
Albany, Binghamton, Buffalo, Rochester, Syracuse, and the surrounding metropolitan areas (within 15 miles of these cities) $40
All other locations in New York State $35
Out of state $50
The per diem rate includes dinner, lodging and breakfast for the overnight travel. If the traveler left before 7 a.m. on the first day of travel and returned home after 7 p.m. on the last day of travel they are eligible for an additional breakfast of $5.00 and an additional dinner of $12.00.
What are the lodging requirements for Method 2?
Method 2 requires a receipted lodging bill. Travelers should book within the per diem rate listed on the GSA website for the travel event destination. This is the room rate before taxes, out of state hotel taxes are reimbursable, NYS hotel taxes are not reimbursable, and a NYS tax exempt certificate should be presented to the hotel at the time of booking. All room rates that are over the nightly per diem rate must be pre-approved by traveler's Supervisor/Authorized Signatory before booking. A justification from your Supervisor for approval of over the per diem rate must be provided with your expense report.
What travel expenses are non-reimbursable?
  • Early Bird Check In Fees
  • Airline Club Membership
  • Non-Cash Airline/hotel credits
  • Upgraded seating
  • Trip Cancellation Insurance (except on RF Sponsored Accounts)
  • Entertainment
  • Speeding/Parking Tickets
  • Movies, sightseeing, etc.

For additional assistance contact Porshia Russell, Travel Manager at (631) 632-6019