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Overnight: International via Automobile

  1. When planning your trip, submit completed and approved Travel Requisition to Purchasing and Payables.
  • Transportation: On the travel requisition, ensure that you are taking the least expensive mode of transportation possible. SUNY Potsdam fleet vehicles are the preferred method for automobile travel.
  • Lodging: Visit to determine the lodging per diem for your destination. Remember to ask for the government rate. If the lodging rate is over the allowed amount, prior to your trip fill out an Over the Maximum Justification and submit it to Purchasing and Payables for approval. Be sure to present the Hotel Tax Exempt Form for all qualified expenses.
  • Meals: Visit to determine the meal per diem for your destination. Breakfast and dinner are reimbursable expenses. You must have itemized receipts. Reimbursement will be made for the maximum allowed for the location based on your lodging receipt.

    To determine how much you are allowed for breakfast/dinner, see below breakdown:


International Per Diem Rates & Meal Breakdown

View Foreign Per Diem Rates by Country

After selecting the Country you are traveling to using the link above, obtain M&IE information from the chart, and use the breakdown below for Meal Allowances:

  • 20% for breakfast
  • 80% for dinner


  • Overnight without a lodging receipt: Per diem Allowance (includes lodging and meals)
    • Outside of New York State - $ 50.00
  • Incidentals: All incidentals must be accompanied by a receipt.
  1. Have a safe trip. SAVE all receipts and be sure to present your NYS Tax Exempt Form and a Hotel Tax Exempt Form for all qualified transactions.
  2. After your trip is done, complete a Travel Expense Claim Form, being sure to include Departure and Return Date and Times, and the physical address of the destination you traveled to.
  3. Be sure to list all of your expenses in the appropriate section. Total your expenses, carry the total over to A under the Summary. If you charged any expenses to your travel car, list those expenses under C. Subtract C from A and that amount will go under Total Amount Claimed.
  • Attach all related receipts.
  • Payee's Certification and Submission: Please sign and date and obtain your supervisor's signature with date.

You have now completed your Travel Voucher.

If you claimed personal car mileage, you must also submit a Statement of Automobile Travel form. Attach it to your Travel Voucher, and send both along with your receipts to the Purchasing and Payables Office, 415 Raymond Hall.

If a State Vehicle was used for your trip, your paperwork is now complete. Send your Travel Voucher with your receipts to the Purchasing and Payables Office, 415 Raymond Hall.

Travel Reimbursement Information

  • Employees that receive part or all of their paycheck in a check will continue to receive a check for their travel/expense reimbursements. However, that check will be mailed to the same address as the one that appears on the employee?s paycheck. There is no option to have travel reimbursements sent to a different address.
  • Employees that have their full paycheck direct deposited to one bank account will have their travel/expense reimbursements deposited to that same account.
  • Employees that have their direct deposit split across more than one account will have their travel/ expense reimbursements deposited into the account where the balance of their pay goes. For example, if you have $300 per paycheck direct deposited to Bank A and the balance to Bank B, your travel/expense reimbursement will go to Bank B. If you are unsure how your direct deposit is set up in regard to multiple deposits or if you wish to make changes to your direct deposit account, contact the payroll office.
  • Employees will not receive any notification that a direct deposit has occurred. They would be aware that a reimbursement will be coming and the amount when they submit their Travel Voucher.
  • Employee reimbursements for travel/expenses will be paid on an ongoing basis and are not impacted by the payroll schedule; employees will be reimbursed as travel reimbursement vouchers are processed.

If you have any questions regarding policies and procedures in advance of your travel we encourage you to contact us at 267-2143. We can guide you through the requisition and reimbursement processes, ensuring timely and complete reimbursement of all qualified expenses.