Travel Reimbursement for Non-State Employees & Students

Travel reimbursements to non-employees are processed via a Standard Voucher (Form AC92).  The Standard Voucher should contain the complete name and home address of the person being reimbursed and the description block should specify the exact purpose for the payment including dates of the activity.

The payee's signature must be entered in the Payee Certification block on the voucher. Effective February 1, 1994, all travel reimbursements to non-employees must be via the Receipted Method guidelines, which require itemized receipts for lodging and meals. All original receipts should be attached to the Standard Voucher and forwarded for appropriate approval signatures and processed by Accounts Payable.

Reimbursement of student travel expenses may also be made via a Standard Voucher utilizing the same guidelines listed above if the student is attending an officially authorized event or other official University business. Original receipts and appropriate signatures and a justification describing the travel as official and necessary must accompany the voucher for reimbursement.  A travel authorization is not needed for students (only those employed by the university (i.e., GAs) who are traveling as part of their job). Students are not typically covered by the State liability insurance for traveling, so there is no need for them to complete a Travel Authorization. Note: an OTM Request must be submitted if their lodging is over the allowed lodging per diem rate.

1. Application for use of a state vehicle by a student driver must be processed through the Transportation Services Office.
2. State-owned vehicles may be used for transporting students only for the purpose of field trips required for an instructional or research program or to intercollegiate competitions in such fields as athletics, speech, music and drama, and other social, recreational, cultural and educational programs authorized by the chief administrative officer or his/her designee, provided such events are accompanied by a member of the campus staff. 
   • See Transportation Services for more information on Vehicle Reservations
3. Students will be assigned to drive State cars only when it is not feasible to use another driver. Separate authorization for the use of a student driver must be made for each trip. 
4. All designated drivers must have a valid New York State driver's license.
5. Approval for use is given by the Transportation Office and the chief administrative officer/designee.