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Travel Memo

SUPERVISORY TRAVEL

Local staff members who are assigned to supervise in any of the above mentioned programs and who wish to use a State vehicle for supervision must complete the Vehicle Request Form. Please complete this form IN ADVANCE and return at your earliest convenience to:

Gary Lawrence, Dispatcher
Transportation Center - Service Group
Telephone: 753-2129
gary.lawrence@cortland.edu

It is imperative that the form is completed in its entirety, so as to keep the process running smoothly. If unable to give exact departure time, please indicate projected time.

Anyone finding it necessary to make a very long trip (e.g., to Rochester, Long Island, etc.) should notify the dispatcher in advance so that he can attempt to secure a car with less mileage. Since we continue to have a limited budget for reimbursement, it is preferred that State vehicles be utilized as much as possible.

It is essential that everyone be prompt and return the car no later than the appointed time. The dispatcher is obligated to schedule the cars very tightly. The car that you are due to return may already be scheduled for someone else to use almost immediately.

If you must cancel your reservation for a State car, please notify the Transportation Center at 753-2129 as soon as possible so that your vehicle may be reassigned. If it is necessary to cancel your reservation after the Transportation Center closes at 3:30 p.m., please call the Field Experience and School Partnerships Office until 4:30 p.m. at 753-2255.

REIMBURSEMENT

The current rate for personal vehicle reimbursement is 56.5 cents per mile (effective 1/1/13). ORIGINAL RECEIPTS (not copies) for Thruway tolls, parking fees, and hotel bills (where applicable) must be stapled to the Travel Voucher (Form AC 132), and the Statement of Automobile Travel (Form AC 160) must accompany the voucher. If you have any questions regarding the completion of these forms, please call the Field Experience and School Partnerships Office.

Travel vouchers must be submitted on a monthly basis. Please see that they are submitted to the Field Experience and School Partnerships Office no later than the 10th of the month following the month for which reimbursement is sought (i.e., your claim for the calendar month of September 2-30 is due by October 10, and only one claim per calendar month should be submitted). Please allow a 30-day turnaround for reimbursement.

Additional forms may be obtained from the Field Experience and School Partnerships Office or from our website.

Please be certain to leave blank the "Supervisor's Certification" space on Form AC 132; this space is for office use only.

Return the completed forms (with all pertinent original receipts and bills attached) to the Field Experience and School Partnerships Office and keep a photocopy of the materials for your own reference.

Except in rare circumstances, student-teaching and fieldwork supervisors are not eligible for meal reimbursement. If you have questions about meal reimbursement, please call the Business Office, Accounts Payable. For your information, the IRS treats non-overnight meal allowances as ordinary taxable income, and, as a result, the net reimbursement is greatly reduced.

Please refer to the attached sheet of instructions for completing Forms AC 132 and AC 160. Forms which are completed correctly and legibly can be processed much more quickly, and you therefore receive your reimbursement in a much more timely fashion.

Thank you for your cooperation in complying with the New York State policies, procedures, and regulations which govern the processing of your claim.