As a reminder, our office can reimburse one (1) representative from each campus for the following:
Hotel expense: up to 1 night reimbursed up to the per diem rate of $107/night. Travels should go ahead and reserve their hotel rooms.
Mileage expense: reimbursed pursuant to SUNY Research Foundation Travel Policy at the standard mileage rate*
While we encourage more than one individual per campus to attend, the travel expenses for additional attendees are, however, the responsibility of the individual and/or their campus.
To receive a reimbursement, each eligible individual must supply:
Name and email address
Campus representing
Receipt from hotel (reimbursement not to exceed $107 per night)
Travel itinerary (include all beginning and ending travel addresses)
The following expenses are not eligible for reimbursement:
Meals that are not provided by SUNY
Alcohol
Room service
*Please note: The Automobile Use section (pages 18 and 19) of the RF Handbook states, “Personally owned vehicles may be used for RF business. It is the responsibility of the operations manager or designee to ensure that additional expense is not incurred by using personally owned vehicles when other less expensive or more efficient transportation methods (e.g., train, plane, rental car, etc.) are appropriate and available.”
Personal car mileage is considered a mode of transportation, and the policy states that the most cost-effective and efficient method should be used. Therefore, while you can use your vehicle for travel purposes, the amount reimbursed will be for the most efficient transportation method calculated using the SUNY RF formula.