Transportation

Travelers should secure airline tickets by comparing prices across multiple airlines for the same travel dates and times, selecting the lowest available coach/economy fare including any mandatory airline charges. 

Travelers must ensure that the prices being compared are for equivalent tickets, including the same departure and return times, travel routes, refund capability, and other relevant conditions. Documentation of the fare comparison should be printed or saved at time of booking and submitted with the reimbursement voucher.

Flights should be booked from the most cost-effective airport and should not be based on personal preference.

A travel advance may be requested up to four (4) weeks prior to the anticipated date of the airline ticket purchase to reimburse the traveler for the airfare costs charged to their personal credit card.  The traveler should complete a Travel Authorization Request form to secure the advance.

Note: The State will not pay for the following:

• • Additional airline services, including but not limited to:
    • Seat selection fees of any kind
    • Seat upgrades
    • Priority boarding
    • Travel insurance
    • More than one (1) checked bag on domestic flights or two (2) checked bags on international flights

Campus Travel Guidance

Please provide the Travel Administrator with as sufficient supporting documentation and justification to assist in determining whether the expense is acceptable.

• Personal travel combined with business travel

Additional costs associated with  incorporating a personal trip into your work travel are not reimbursable. Travelers must include estimated pricing for what the trip would have cost without the personal travel component.

For example, if the conference dates are 9/12-9/15, but the traveler extends their stay through 9/22, the traveler must include an estimated airfare quote (a screenshot is acceptable) for travel limited to the conference dates (or appropriate business travel dates), along with the actual airfare cost.  The State will pay the lessor of the two options.

• Traveling multiple days prior to conference or meeting

Travelers may generally be reimbursed for travel occurring no more than one day prior to the start date of a conference or meeting (for travel time). 

For example, if a conference begins on Monday, but the traveler departs on Saturday, reimbursement may be limited to the cost that would have been incurred if the traveler departed on Sunday. This calculation may also consider additional lodging  and meal costs associated with the extra day.  Travelers should include an estimated airfare quote (a screenshot is acceptable) reflecting the appropriate travel dates.

Additional justification should be included with your Travel Authorization Request when applicable.

The above procedures apply to: State operations, DIFR (Dormitory Income Fund Reimbursable), IFR (Income Fund Reimbursable) accounts, and joint committee awards (JDA, IDA, DRESCHER, etc.).

• Exclusions: Research Foundation, ASC, and College Foundation

For questions, please contact the Travel Administrator at ext. 2306 or [email protected].

Per OSC Travel Manual, "If available, State vehicles should always be considered when the use of an automobile is required."

Hierarchy of Vehicle Usage Flowchart

OGS Trip Calculator How-to Video

Enterprise Rental Checklist

• Link to Enterprise online renting for government employees

Traveler should use the OGS Trip Calculator to determine whether a personal or rental vehicle is the most economical means of ground transportation to use (reimbursement will not exceed the OGS Trip Calculator).

IMPORTANT: Car rentals should only be made for SUNY Cortland employees.

What you need to know when renting a vehicle using the NYS contract:

1. Always rent under the State of New York Contract by utilizing the SUNY Cortland account.
2. Non-employees may ride in the State rented vehicle only if on official State business with the State employee renting the vehicle. It is important to formally establish the official business nature of the travel, prior to departure, by completing a fully-approved Travel Authorization Form. Non-employee classification would fall into the below status categories:
   • leave status
   • student status
   • Research Foundation employment status
   • volunteer status (if not provided a "C" number from HR)
   • campus visitor status
3. Insurance
   • The rental company must provide New York statutory liability limits of insurance in the amount of $25,000/$50,000/$10,000, plus statutory uninsured motorists a no-fault coverage.
   • Neither you nor your employer are authorized to purchase any additional insurance when renting a vehicle in New York State.
   • In the event of a serious accident where the basic limits are exhausted, the State employee would be defended and indemnified under Section 17 of the Public Offenders Law subject to the conditions contained therein.
   • If the rental vehicle is damaged, the State is responsible for a maximum of $100 to private passenger vehicles (including mini vans) and full value for commercial vehicles such as large vans and trucks. In the event you pay the $100, OGS will reimburse you through the Bureau of Insurance, with appropriate documentation.
4. If more than one employee will be driving the vehicle, additional drivers must be listed on the rental contract. The State should not pay additional charges for these drivers. Unauthorized persons should not be allowed to drive the vehicle.
5. Rentals should be Compact/Economy size. 
   1. If Standard/Intermediate/Full-size are used, written justification must be provided with invoice/PO.
   2. If you feel that you need a larger vehicle than those mentioned above (due to multiple passengers, etc.), please contact the Travel Administrator at x2306 for prior approval and include justification. 
      1. Failure to obtain prior approval will result in the traveler paying the difference of the larger vehicle out of their own pocket.
6. Charges & Violations
   • The operator of a State rented vehicle is personally responsible for payment of any traffic violations, E-ZPass violations, and/or damage caused to the vehicle by careless and/or reckless driving while in possession of a State rented vehicle.
7. E-ZPass tolls can be paid with a p-card to the rental company.
8. Any gasoline purchases/refills and other direct costs associated with the rental vehicle will be reimbursed with receipt or direct billed to the university. Reimbursement for personal car mileage when using a rental vehicle will not be allowed.
   • Employees who utilize rental vehicles for personal use must reimburse the State for the cost of any charges incurred as a result of such personal usage.
   • If Traveler elects to have Enterprise refuel the vehicle upon return, it will come at a premium cost to their department's budget.

***If there is a last-minute cancellation by the rental car agency, please contact the Travel Administrator at x2306 for assistance.

Vendor Options

New York State currently has an exclusive agreement with Enterprise and Hertz Car Rental, which offers discounted rates to all State employees on official business. 

Hertz

The Purchasing and Accounts Payable Office must process reservations on your behalf. Please contact Kathy Timian at x2306 with reservation information.

Hertz Locations

To be able to use the direct bill option, you will need to rent at these locations:

• Vestal/Binghamton - 2520 Vestal Parkway East, Vestal, NY, 607-729-2406
• Syracuse - 1216 Burnet Ave., Syracuse, NY, 315-426-0936
• Cicero - 7885 Brewerton Rd., Cicero, NY, 315-452-3217
• There is a location in Ithaca that will honor the state rates, but they are not able to direct bill the rental to the college. These would have to be reimbursed to the employee.
  • Ithaca - Tompkins County Airport, 1 Culligan Drive, Ithaca, NY, 607-257-8677
• For airport locations, you can get the state rate although there is an airport fee.
  • For example, at Ithaca, the cost of the rental would be $31.90 for a compact size car, but at Vestal/Syracuse/Cicero it would be $29.00. Some airport fees are more expensive; it depends on the rental location.

Enterprise

Reservations can be set up independently.

Please contact Kathy Timian at x2306 for the Campus account number and billing number to ensure direct billing.

When making the reservation, online is preferred, but if calling the local office, be sure to have the agent reference your name or your department on the reservation.  Your department Red Dragon Depot (RDD) account holder will create a PO and attach the invoice for processing.

Enterprise Locations

• Cortland - 991 State Route 13, Cortland, NY 13045, 607-758-9000
• Vestal/Binghamton - 2909 Vestal Rd., Vestal, NY 13850, 607-797-0900
• Ithaca - 803 Cascadilla St., Ithaca, NY 14850, 607-275-9000
• Camillus - 3696 Milton Ave., Camillus, NY 13031, 315-424-3043
• East Syracuse - 6716 Manlius Center Road, East Syracuse, NY 13057, 315-437-2666
• Syracuse - 637 W Genesee St., Syracuse, NY 13204, 315-423-0022
• North Syracuse - 3605 Brewerton Road, North Syracuse, NY 13212, 315-454-3000
• Cicero - 8072 Brewerton Rd., Cicero, NY 13039, 315-233-5382
• Clay - 8395 Oswego Road Unit 5, Liverpool, NY 13090, 315-652-2103

FAQs

Passenger Vehicle Rental Frequently Asked Questions

Per the OSC Travel Manual, "If available, State vehicles should always be considered when the use of an automobile is required."

Hierarchy of Vehicle Usage Flowchart

OGS Trip Calculator How-to Video

3 Options for SUNY Cortland Employee Travelers:

1. If the department has designated fleet vehicles assigned to it, a fleet vehicle should be used as the mode of transportation.
   • If a fleet vehicle is unavailable, then option 2 or 3 may be used.
2. Use a rental vehicle using the New York State contract. The traveler will be reimbursed for the cost of the rental and fuel used.
   • Non-employees may ride in a NYS rented vehicle only if on official state business with the state employee renting the vehicle. It is important to formally establish the official business nature of the travel prior to departure by completing a fully approved Travel Authorization Form. A non-employee classification would fall into one the below categories:
     • leave status
     • student status
     • Research Foundation employment status
     • volunteer status
     • campus visitor status
   • Insurance
     • The rental company must provide New York statutory liability limits of insurance in the amount of $25,000/$50,000/$10,000, plus statutory uninsured motorists a no-fault coverage.
     • Neither you nor your employer are authorized to purchase any additional insurance when renting a vehicle in New York State.
     • In the event of a serious accident where the basic limits are exhausted, the State employee would be defended and indemnified under Section 17 of the Public Offenders Law subject to the conditions contained therein.
     • If the rental vehicle is damaged, the State is responsible for a maximum of $100 to private passenger vehicles (including mini vans) and full value for commercial vehicles such as large vans and trucks. In the event you pay the $100, OGS will reimburse you through the Bureau of Insurance, with appropriate documentation.
   • Rentals should be compact or standard/mid-size with justification included with reimbursement paperwork. If you feel that you need a larger vehicle (due to multiple passengers, etc.), please contact the Travel Administrator at x2306 for prior approval and include justification. Failure to obtain prior approval will result in the traveler paying the difference of the larger vehicle out of their own pocket.
   • Charges & Violations
     The operator of a State rented vehicle is personally responsible for payment of any traffic violations, E-ZPass violations, and/or damage caused to the vehicle by careless and/or reckless driving while in possession of a State rented vehicle.
   • E-ZPass tolls can be paid with a p-card to the rental company.
   • Any gasoline purchases/refills and other direct costs associated with the rental vehicle will be reimbursed with receipt or direct billed to the university. Reimbursement for personal car mileage when using a rental vehicle will not be allowed.
     • Employees who utilize rental vehicles for personal use must reimburse the State for the cost of any charges incurred as a result of such personal usage.
3. Use a personal vehicle.
   • If this option is selected, an OGS trip calculator form must be completed using the compact vehicle option to determine the lesser of travel reimbursement amount.
   • Please note the insurance on the personal vehicle will be responsible for any claims should there be an accident.

Reimbursement for personal car mileage is made in accordance with the rates established by the employee's respective bargaining agreement, with some units basing reimbursement on the standard allowance established by the Internal Revenue Service. These rates change periodically and will be verified by the Purchasing and Accounts Payable Office when vouchered.

• Rates are updated annually on January 1st on the U.S. General Services Administration website.

To document personal car mileage for reimbursement, travelers must complete a Statement of Automobile Travel (Form AC160) detailing the mileage claimed and attach to the Travel Reimbursement Voucher.

Note the following excerpt from the published OGS Bureau of Insurance Guidelines regarding Conditions of Use of Personal Vehicles:

Conditions of use of personal vehicles for personnel authorized to use their personal vehicle on official State business, the following conditions and/or State coverage policies apply:

1. There is no State coverage for:
   • Uninsured/Underinsured motorists
   • Personal Injury Protection
   • Medical Payments
   • These coverage policies must be provided through your own personal policy
2. Workers' Compensation coverage is provided the same as if you were using a State-owned vehicle on State business.
3. Comprehensive & Collision losses to the personal vehicle are not covered by the State.
4. Liability to other persons, including your passengers must be covered by your own personal auto policy.  If losses exceed your policy limit, the state will cover the excess liability under public officers law, section 17, article 2.

If you use your personal vehicle on a regular basis for State business you should contact your insurance agent or company to ensure that you are properly covered.

In accordance with the OSC Travel Manual, “Charges for gasoline, oil, accessories, repairs, depreciation, anti-freeze, towing, insurance, and other expenditures will not be allowed. These are considered operational costs and are covered in the mileage allowance.”

Hierarchy of Vehicle Usage Flowchart

As outlined in the NYS Travel Manual, a traveler should make every effort to use the most efficient and cost effective method of transportation available and is in the best interest of the State. If the department has designated fleet vehicles assigned to it, a fleet vehicle should be used as the mode a transportation. If a fleet vehicle is unavailable, please use the OGS Trip Calculator to determine whether a personal or rental vehicle is the most economical means of ground transportation to use.

State University of New York and SUNY Cortland set forth the following requirements for use of State-owned vehicles:

Eligibility

1. Must be used only for official University business. 
2. The driver must be a New York State employee (see 7, 8 below) except when special provisions are agreed to for student drivers (see below). 
3. The driver must hold a valid N.Y.S. driver's license and accept responsibility for adherence to all vehicle and traffic laws. 
4. All passengers must be on official University business. 
5. Personal or unrelated travel may not be combined with official business travel. 
6. Duration of travel normally should not exceed three days and the cost of extended parking (airport, etc.) should not be excessive. 
7. State-owned vehicles may not be used by affiliated organizations unless all of the above requirements are met, including the requirement that the driver be a NYS employee. Cost reimbursement, however, may be from a non-state source. 
8. If formally appointed as a volunteer, a person is considered to have met the NYS employee requirement. 
9. The University is reimbursed at the prevailing per mile rate as a Recharge to University departments by journal to IFR accounts or by invoicing to affiliated organizations.