Per New York State requirements, travelers must submit a travel voucher and all supporting documentation within 30 days of returning from their trip.
Per OSC guidance: "A traveler should only be reimbursed for expenses related to a business event. When a traveler decides to extend his or her stay either before or after the business event, those expenses should not be reimbursed."
- The traveler, or the department/office Administrative Assistant, must complete the Travel Voucher (AC 132-S) and attach all required supporting documentation, including receipts for lodging, tolls, miscellaneous expenses, registration fees, airline tickets, and, when applicable, a copy of the conference program brochure and agenda.
- The traveler must sign the voucher, indicate their official station, and provide the correct home address (please contact HR if your address needs to updated in the SUNY system) before forwarding the voucher and all attachments for supervisory approval and signature.
- The supervisor must indicate the approved reimbursement amount and the account number to be charged on the Travel Voucher, sign the form, and, if applicable, forward it to the appropriate Dean or Vice President for signature and account coding when funding is being provided by those areas.
- Please note: Reimbursements will be delayed if any required signatures are electronic, digital, or missing. In such cases, the documents will be returned to the traveler for correction and resubmission.
- Once fully completed, the Travel Voucher and all supporting documentation may be scanned and emailed to the Travel Office at [email protected]. Please be sure to include both the front and back of all pages.
- The Travel Office will review all submissions in accordance with guidelines set forth in OSC Bulletin No. G-180.