The Travel Office is responsible for processing travel reimbursements to Stony Brook staff/faculty for travel related expenses incurred while in official travel status. State and Research Foundation reimbursements are processed in an efficient manner and in compliance with the rules and regulations of the respective funding source.

*COVID-19* To assist our departments and end-users during this unprecedented time, please see below for updated guidelines and procedures related to travel & expense.

COVID-19: Travel Reimbursement Guidelines

COVID-19: Submittal of Travel Card Reconciliations

COVID-19: Submittal of State Travel Reimbursement Voucher Exceptions

COVID-19: Submittal of Research Foundation Travel Reimbursement Voucher Exceptions

**REAL ID ACT INFORMATION**

Beginning on October 1st, 2020, the Federal Real ID Act will be enforced and travelers who choose to use a state-issued driver's license as a source of identification for Transportation Security Administration (TSA) airport checkpoints, will need to ensure they are compliant with Real ID. To better prepare travelers for the Real ID Act and help fully understand its requirements, we have provided additional information below:

Important Information for Domestic Air Travelers:

The Federal Real ID Act imposes stricter security requirements for state-issued driver's licenses and other forms of ID. This will take effect on October 1st, 2020. Once the Real ID act is in place, every: air traveler will need to provide Real ID-compliant identification in order to board domestic flights.

*For Additional Information, please see FAQ's*

FAQS

How do I know if I have a Real ID?

Look at the upper right hand corner of your license. If it contains a star inside a circle (or for California residents, a star on a golden bear). If it does, your license is certified as Real ID and no further action is required. If you are unsure if your license is Real ID-compliant, please consult the Department of Homeland Security website at www.dhs.gov/real-id

How do I obtain a Real ID?

To obtain a Real ID, you will need to go to your DMV and present an appropriate form of identification as defined by your state. For state-specific details, visit www.dhs.gov/real-id and select your state. You will be redirected to your state's DMV website where you can find additional information.

What happens if I do not have Real ID after Oct 1, 2020?

Beginning on October 1st, 2020, any individual with a driver's license that is not Real ID-compliant will need to present another acceptable form of identification, such as a valid U.S. passport, in order to board domestic flights.

What is the definition of "Travel Status"?

An employee is in travel status when the employee is:

Engaged in official State business
At a distance of more than 35 miles from both their designated official station and their place of residence. Employees must obtain appropriate approvals prior to traveling.

What is an Official Station?

Official Station is generally defined as the address of the office to which the employee is assigned. An employee can only have one official station. The designation of official station is determined by the University in the best interest of the State and not for the convenience of the employee. The purpose of the official station is to determine when the traveler is in travel status and eligible for reimbursement of travel expenses. *Travel between the employee's home and official station is considered commuting and is not reimbursable.*

What is the current mileage rate per mile?

Effective January 1, 2019, the current mileage rate is $0.58 per mile.

What destinations are restricted for travel?

Domestic Travel Restrictions:

Non-Essential Travel to North Carolina & Mississippi -In reaction to certain legislation enacted by the states of North Carolina and Mississippi, Governor Cuomo has issued Executive Orders 155 & 156 banning all non-essential travel to these states. This travel ban applies to all travel funded by the State or Research Foundation.

Foreign Travel Restrictions:

As a first step in planning any trip abroad, please check the Travel Advisories for your intended destination:

U.S. Department of State Alerts and Warnings Travel Site

For information regarding Export Controls, please click HERE .

How do I breakdown the daily meal allowance?

Please visit: https://www.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/D.htm

How can I claim a one day meal?

Day Trip Reimbursement: When an employee is in " travel status " for the day, the employee may be reimbursed for breakfast and/or dinner based on departure and return times. Travelers are entitled to reimbursement for breakfast if they leave before 7:00 AM and/or for dinner if they return after 7:00 PM. Travelers without meal receipts are reimbursed $5.00 for breakfast, and/or $12.00 for dinner. Travelers with meal receipts are reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area related to the travel destination. The meal per diem allowance is apportioned for breakfast & dinner. Please click on the following link for current per diem meal allowance breakdown: https://www.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/D.htm

Day trip meal reimbursements are reportable as income to the IRS. Lunch is not reimbursable.

What travel expenses are not reimbursable?

Non-Reimbursable Expenses include:

Personal, non-business related expenses such as speeding fines, parking tickets, laundry, entertainment (i.e. theater tickets, in-room movies, banquet tickets), early bird check-in charges, seat upgrades, or airline/trip insurance. Additionally, transportation to and from meals is not reimbursable. Trip insurance is allowed under RF and RF IDC Funded travel.