G7: Travel Authorization and Reimbursement

G7: Travel Authorization and Reimbursement

Responsibility for Maintenance: Financial Services

Date of most recent changes: December 3, 2024

I. Policy Statement 

Onondaga Community College shall approve, and fund travel necessarily incurred by college personnel while performing their responsibilities for the College, subject to and in accordance with the conditions set forth in this policy.

II. Reason for Policy 

This policy is intended to give College personnel guidance relating to the authorization and reimbursement of necessary travel expenses incurred in the pursuit of official college business.

III. Applicability of the Policy 

This policy applies to all College employees and members of authorized College boards and committees.

IV. Related Documents 

• Onondaga Community College Employee Handbook

V. Contacts 

VI. Definitions 

VII. Procedures 

Responsibility for Expenditures 

Except as otherwise provided in this policy or required by applicable law, the College will not advance funds for anticipated travel expenses. Each employee is responsible for his/her own expenses. The College will reimburse the employee for authorized travel expenses as provided in this policy.

General Instructions

1. Advance travel authorization is required for all travel to conventions, conferences, etc. An “Authorization for Travel Expenses” form must be prepared in advance and signed by required authorizing officials (see below). This form should be matched with related vouchers or expenses incurred will not be reimbursed. Submitting the travel authorization form and obtaining approval at least 30 days before travel is necessary. The amounts on the travel authorization can be "best guess" estimates as amounts may change during travel. 

2. Advance travel authorization is not needed for the following types of travel/activities: Routine field work within the boundaries of Onondaga County and other contiguous counties. A list of employees who routinely incur such mileage expenses should be forwarded by the department head to Financial Services. Emergency travel is allowed when a detailed explanation of the travel and justification is submitted with the voucher for reimbursement.

3. Airline reservations and ticket arrangements must be coordinated in advance by Management Services. They will provide the College’s Travel Agent’s contact information for the employee to work with directly for the most economical flight. The College will not reimburse for airline tickets that were purchased directly by the employee without going through the travel agency. This policy is inclusive of Faculty travel approved through the Teaching Center.

4. Advance registration fees can be arranged by Management Services when a signed, approved purchase requisition is submitted with at least 30 days’ notice.

5. Only those expenses which are actual, necessary, and reasonable will be reimbursed. Personal expenses which do not fall into these categories will not be reimbursed. Expenditures such as laundry, valet service, hotel maids, bellhops, entertainment, snacks, refreshments, and bar bills are not reimbursable. Travel to and from the destination airport/hotel will be reimbursed with a receipt. Travel expenses for after-hour meals/events are not reimbursable. 

6. Travel by common carrier is the preferred mode of transportation. Air travel should be by coach or tourist accommodation.

7. Use of a privately-owned vehicle for travel is authorized when the conditions of the travel make it easier, more economical, or equal to the cost of a common carrier such as a rental car. Such travel will be reimbursed at the prevailing mileage rate as described below. Anticipated mileage costs should be included in the total amount requested on the “Travel Authorization Request” form. The policy for vehicle travel reimbursement is further outlined below under "Reimbursable Travel Expenses."

Travel Authorization Form; Approval Requirements  

1. A completed “Travel Authorization Request” form must be completed by the employee. Details of the travel expenses should be attached to the form. The maximum amount requested should reflect all expenses expected to be incurred and paid by the College. Submitting the travel authorization form and obtaining approval at least 30 days before travel is necessary.

2. Requests for travel authorization must be approved by the appropriate department chairperson/head, as well as the appropriate Senior Vice President or Vice President. For grant-funded requests, travel must also be approved by the Project Director of the Grant to ensure the requested travel is consistent with the terms of the sponsored funding contract and by Financial Services to ensure that the sponsored account has sufficient funds.

3. In addition to the approvals required pursuant to paragraph 2 above, all travel outside New York State must be approved by the President.

4. The original of the approved/signed “Travel Authorization Request” form must be forwarded to Financial Services for verification and encumbering of funds. Once verification is obtained and funds are encumbered, travel is authorized.

5. If authorized travel is postponed the employee must notify Financial Services so that the funds may be unencumbered.

6. If significant additional costs are discovered prior to departure, the employee should submit another “Travel Authorization Request” form marked “Supplemental” to Financial Services, through the proper channels, for the additional amount required.

Reimbursable Travel Expenses 

Lodging. Reimbursement of actual lodging costs must be supported by receipts, specifying dates and rates.

Note—travel being paid for by a federal grant will be based on federal GSA reimbursement rates for the city/county of lodging. The allowable per diem rates can be found at  GSA website.  Receipts are required for lodging, but not for meals.

For travel within New York State, a (Tax Exemption Certificate (ST-129) must be used. If the certificate is not presented and the motel/hotel applies sales tax to the room charge, the tax will not be reimbursed. Lodging within the County of Onondaga and contiguous counties is not an ordinary and necessary expense and will not be reimbursed except under emergency conditions. Approvals for reimbursement under emergency situations must be submitted and approved by the divisional Senior Vice President or President.

Meals: Eligibility for an allowance or reimbursement for breakfast and/or dinner is determined by the time of departure from the employee’s official workstation or home, and the time of return to the employee’s official workstation or home, consistent with the table below.

1. No allowance or reimbursement will be made if meals are provided by a conference, meeting, or hotel.

2. No reimbursement for alcohol.

3. The GSA per diem rate at which the employee will be allowed and reimbursed will be at the maximum federal allowance.

4. GSA per diem rates can be found at GSA website.

5. Receipts are not required for meals when using GSA per diem rates.

Tipping Taxi Drivers. Tipping taxicab drivers will be allowed up to 20 percent. No other tipping may be claimed. Receipts are required for reimbursement.

Transportation: Employees should use the most efficient and cost-effective method of transportation available. When choosing a method of transportation, several factors should be considered:

• Distance being traveled.

• Travel time.

• Number of travelers.

• Number of locations to be visited.

• Type of transportation available.

When a common carrier is available, but a more expensive method is chosen, without sufficient justification, the college will reimburse only the common carrier rate. If a trip is canceled at the college's direction, the employee will not be responsible for any costs incurred. If the trip is cancelled for the employee’s convenience, he or she may be responsible for any costs.

Charges for traveling by common carrier between a transportation terminal (airport, bus, or train station) may be incurred and are reimbursable for actual costs. If a car rental is cheaper than a personal vehicle for such purposes, the most cost-effective form of transportation will be used to calculate the reimbursement.

Personal Vehicle Use:

• A personal vehicle may be used when a rental is not available, is cost effective, or is otherwise appropriate for a justifiable reason.

• The starting point of your trip should be from OCC or your home, whichever is closer to your destination.

• Mileage reimbursement rates are determined by the IRS and change frequently. Review mileage rates before traveling.

• When submitting reimbursement for travel by privately owned vehicle, list the starting and ending points (including complete addresses) of the trip(s) being claimed on the Daily Mileage Sheet.

• Mileage claimed should closely conform to the most efficient time or distance route as calculated by MapQuest.

• Attach completed “Daily Mileage Sheet” to a complete approved claim voucher to Financial Services for reimbursement.

• An automobile liability insurance policy covering privately owned vehicles must be in force when using a personal vehicle on college business. The policy should provide minimum bodily injury limits of at least $250,000 for each person, $10,000 for each accident, and property damage liability limit of $25,000.

• Mileage reimbursement is meant to cover only those miles incurred above and beyond the employee's normal commute to the college. For example, if normal commuting round trip is 20 miles, and the employee goes on a trip that covers 75 miles and does not leave from or return to the college, only the incremental 55 miles are reimbursable if the travel took place during a workday. If the 75 miles in the above example were incurred over three business days, then the incremental reimbursable miles would be 15 = (75 - (3 *20)).

Vehicle Rental

Renting a vehicle is preferred (in lieu of your personal vehicle) when the trip is of sufficient length and duration, and the most economical means of transportation. When a rental vehicle is necessary and prudent, OCC prefers the employee to use Enterprise within NYS (on State contract). Any gasoline purchases and other direct costs associated with the vehicle will be reimbursed.  Contact Management Services for car rental assistance. 

If you are considering the use of a personal vehicle for business travel, Financial Services will use the rental car vs personal mileage calculator (Enterprise / National Calculator) to determine the least expensive reimbursement amount.  If the use of a rental vehicle is less expensive, and you choose to use your personal vehicle, you will be reimbursed the equivalent amount that would have been spent had you rented based on the Enterprise/National Calculator. 

Other transportation-related expenses, such as parking fees, tolls, taxis, and buses, will be reimbursed if a properly documented receipt is submitted with the claim voucher. Toll charges due to a rental car company can be paid via Purchase Order when a requisition is submitted with the invoice sent from the company.

Miscellaneous Expense(s): Miscellaneous charges, such as supplies with a school program or seminar, may be claimed if there are itemized receipts. These items will be charged to the department's supplies budget.

VIII. Forms/ Online Resources 

• Expense Voucher
• Daily Mileage Sheet
• NYS Hotel Exemption Certificate ST-129
• Travel Authorization Request

Approved by OCC Board of Trustees April 3, 2006

Updated and approved by the OCC Board of Trustees June 16, 2015

Updated and approved by the OCC Board of Trustees June 21, 2016

Updated and approved by the OCC Board of Trustees June 20, 2017

Updated and approved by the OCC Board of Trustees June 19, 2018

Updated and approved by the OCC Board of Trustees June 18, 2019

Updated and approved by the OCC Board of Trustees June 27, 2023

Updated and approved by the OCC Board of Trustees December 3, 2024