While the information below is extremely helpful, it is not inclusive. The New York State Travel Manual and Airfare Procedure webpage include additional information that may be useful based on your individual travel circumstances.
Are you planning on traveling?
First things first. Have you submitted a Travel Requisition?
A completed Travel Requisition (PDF) must be completed in advance of any travel. This does not indicate you are approved to travel. The requisition will go through a series of reviews before a determination is made. You will receive an email once the review process is completed. A requisition form is required regardless of the reimbursement status and funding source. The form must be submitted 30 days prior to travel.
- Travel Requisitions being funded by State or Self-Pay should be emailed to travel@potsdam.edu.
- Travel Requisitions being funded by Foundation funds only should be emailed to Julie Helenbrook at helenbja@potsdam.edu.
Travel Advisory - Important Changes to entry into the EU and UK as of November 10, 2024. Learn More
How do I figure out my anticipated expenses?
- View Enterprise Rent-A-Car Procedures (PDF) (available in Sharepoint with employees with a Campus Computer Account) for more information. If utilizing Enterprise, present them with a tax-exempt form. See our Travel Forms webpage for available Tax Exempt forms. The College will cover the cost of a rental for a standard/full size class vehicle. That rate is currently $39.96 a day.
- You may take your personal vehicle. However, if you are traveling more than 100 miles you will be reimbursed at the rate it would cost to take an Enterprise vehicle. Using the Personal vs. Rental Vehicle Cost Comparison Form (PDF) will give you a calculation of what the cost would be to take your personal vehicle vs. an Enterprise vehicle. If you utilize this option, please include a copy of the Personal vs. Rental Vehicle Cost Comparison Form with your Travel Requisition.
For Air Travel: Airfare - To book your flight, you must go through our Contract Travel Agency when paying with State money using your JP Morgan Chase Travel Card. View Application (PDF)
TSA Publishes final rule on REAL ID, Effective 5/7/25 - Read Press Release (PDF)
Have a question? Call (315) 267-2143/2148 or email travel@potsdam.edu for assistance.
Visit the Meal Breakdowns webpage for domestic and international per diem rates and to learn how much you are allowed for breakfast and dinner.
** When determining your allowed meal per diem, DO NOT USE the breakdown on the GSA site. At the GSA site, use the M&IE Total. Visit this webpage to learn more and see what your breakdown for dinner and breakfast will be. **
Breakfast and dinner are reimbursable expenses.
Lunch is not a reimbursable travel expense. Lunch is considered between 11 a.m. – 3 p.m.
You may be eligible for breakfast if your departure time is one hour before your work day begins. You would be eligible for dinner if you return home two hours after your work day ends.
- Day trip: You can get reimbursed up to the per diem allowed for your destination if you have an itemized receipts.
Without receipts you may claim the unreceipted meal allowances of $5.00 for breakfast and $12 for dinner.
- Meals with a lodging receipt: Method 2: You can get reimbursed up to the per diem allowed for your destination. If you put meals on your travel card you need to provide itemized receipts. If you pay out of pocket you don’t need to provide itemized receipts as long as you have a lodging receipt
Present a tax-exempt form when paying for your meals. See the Travel Forms webpage for available Tax-Exempt forms. When meals and/or lodging are provided as part of a conference or event, additional reimbursement is not permitted.
Have a question? Call (315) 267-2143/2148 or email travel@potsdam.edu for assistance.
Overnight trips with a lodging receipt: Method 2: Go online 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 (PDF) and submit it to Procurement Services for approval. If your overnight trip is in New York State, be sure to present the Hotel Tax Exempt Form (PDF) for all qualified expenses.
Overnight without a lodging receipt: Method 1: Per Diem Allowance (includes lodging and meals)
- Albany, Binghamton, Buffalo, Rochester, Syracuse and their surrounding areas - $40.00
- New York City and Nassau, Suffolk, Rockland and Westchester Counties - $50.00
- All other locations in New York State - $ 35.00
Have a question? Call (315) 267-2143/2148 or email travel@potsdam.edu for assistance.
All incidentals must be accompanied by an itemized receipt.
Incidental expenses such as tips to bellmen, porters, hotel maids, etc., continue to be included in the allowances.
Have a question? Call (315) 267-2143/2148 or email travel@potsdam.edu for assistance.
Additional Information
After you return from your trip, complete a Travel Expense Claim Form (PDF), otherwise referred to as a Travel Voucher. This should be completed within 5 business days from your return.
- Include Departure and Return Dates and Times, and the physical address of the destination you traveled to.
- Be sure to list all 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 card, list those expenses under C. Subtract C from A and that amount will go under Total Amount Claimed.
- Attach all related receipts and appropriate backup showing you were on official state business.
- If you took your personal vehicle, attach a Statement of Automobile Travel form (PDF).
- If you took your personal vehicle and it was cheaper to take an Enterprise vehicle, include a copy of the Personal vs. Rental Vehicle Cost Comparison Form (PDF).
- Payee's Certification and Submission: Please sign and date and obtain your supervisor's signature with date.
You have now completed your Travel Voucher.
You can email the Travel Voucher and receipts to travel@potsdam.edu or send in inner campus mail to the Procurement Services office, 518 Raymond Hall.
Have a question? Call (315) 267-2143/2148 or email travel@potsdam.edu for assistance.
- Employees that receive part or all their compensation via paycheck 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 of having 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 directly 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 regarding 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.
Have a question? Call (315) 267-2143/2148 or email travel@potsdam.edu for assistance.