Travel Reimbursement FAQs

Q. How do I request a travel reimbursement?

A. You can claim your reimbursement for meals, lodging, transportation and other travel related costs by completing the RF Travel Payment Request Form and submitting it to the Research Foundation Office of Sponsored Programs Purchasing Unit. You are required to attach the necessary receipts to substantiate your costs, and the signature of both the traveler and the projected director are required certifying that the travel was reasonable necessary for the project.

Q. What if I do not want to use my own funds, can I get an advance?

A. Yes, if you are on Research Foundation payroll or are a SUNY employee with a key role on a sponsored project you may request a travel advance. To minimize the use of personal funds, the Research Foundation advances funds to travelers upon approval by the Project director and RF Operations Manager (OM) or designee. Travelers requiring a travel advance must keep in mind that the request must be submitted at least two weeks prior to departure to allow for processing time. As indicated on the RF Travel form, advances may be obtained for amounts equal to 100% of the primary transportation and conference registration fees, if applicable, plus 80% of all other anticipated expenses. Travelers will be notified when the travel advance checks are received and they can either pick them up in the RFSOP purchasing office, or if time permits, request the advance be mailed directly to their home. It is the policy of the college that individuals who have outstanding travel advances on file will have to submit receipts for reimbursement prior to obtaining another advance.

Q. Will Research Foundation Staff handle my reservation?

A. Yes. Travelers have the option of having airline reservations made through the Research Foundation Office of Sponsored Programs. To request airline reservations complete the Travel Reservation Request Form and bring to the RFSOP purchasing unit. Tickets are initially charged to Research Foundation and then transferred to the traveler’s award. This procedure lessens the financial burden on the traveler, especially those who elect to travel without obtaining a travel advance.

Q. What if I am attending a conference and the hotel where the conference is being held is over per diem?

A. Individuals attending conferences and seminars will be reimbursed at the published rate of the conference, even in cases where the rate for the conference is higher than the hotel rate for the area. A copy of the conference announcement stating the lodging charges must be provided, along with the hotel room receipt.

Q. How to I find out what I can be reimbursed for personal car mileage?

A. The current mileage reimbursement rate can be found on the RF website.

Q. How should I go about renting a car?

A. Travelers should rent vehicles in the name of the Research Foundation to ensure that the Research Foundation and traveler are covered in case of an accident. Research Foundation makes this recommendation because when vehicles are rented in the individual's name, the individual's personal automobile insurance may be the first line of coverage. When renting a car, the rental car company ordinarily provides a basic layer of liability insurance which protects the rental company, the driver, and the Research Foundation against claims made by a third party who suffers bodily injury or property damage in an accident., The amount of coverage provided by the rental car company, however, is usually low. Consequently the Research Foundation carries automatic, non owned auto insurance which picks up any settlement or judgment against the Research Foundation or the driver which exceeds the amount of liability coverage provided by the rental car company. The Research Foundation coverage is not limited to RF employees; it extends to anyone (faculty, student or volunteer) who is operating the vehicle on RF business. A justification as to why a rental car was necessary is required for each reimbursement.

Q. Should I pay sales tax on my travel expenses?

A. The Research Foundation of State University of New York is a nonprofit organization exempt from New York state sales tax on goods and services. Travelers should request exemption from sales tax on lodging, car rental, or other taxable services purchased by presenting Research Foundation "Exempt Organization Certification" (available at the RFSOP purchasing department) to vendors. Most vendors will extend the exemption to individuals in travel status who are traveling on Research Foundation business. If a vendor refuses to grant the exemption because the transaction is conducted with the individual rather than directly with the Research Foundation, it is recommended that the traveler pay the tax. Reimbursement of New York State sales tax paid upon vendor refusal to honor the exemption will be made on presentation of receipt and a supporting statement documenting the circumstances under which the taxes were paid.

Q. Do I need a receipt for everything?

A. No. You must have a receipt to substantiate your payment for your primary transportation costs (airfare, train fare, rental car), your lodging, and your registration. Incidental receipts such as taxi, tolls, parking, are not required as long as the total of such receipts does not total more than $75.00 per day. You are also not required to supply a receipt for your meals as long as you are in overnight travel status.

Q. How do I get reimbursed for my meals if I do not stay overnight?

A. The Internal Revenue Service (IRS) requires that reimbursement for meals when you do not stay overnight is subject to income tax. Therefore, it must be added to your paycheck and paid through the payroll process. To claim for meals when not in overnight travel status complete the Taxable Meal Payment Request & Authorization Form and submit it along with your travel reimbursement request. In this case, receipts are required if reimbursement is claimed at the higher rate. For additional guidance consult the RF on line help system EPSS.