Fall 2021 Guidance/COVID-19 Information

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:

Jennifer Buell, Manager of Campus Fleet Services 
Transportation Services
Telephone: 607-753-2129
jennifer.buell@cortland.edu

USE OF STATE VEHICLES

When a vehicle is required for an employee to travel on college business they are strongly encouraged to first request the use of a College fleet vehicle.   However, a fleet vehicle may not always be available, or in some cases, is not reasonable for the trip being taken. 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 that special provision may be made 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 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. This includes the requirement that the driver be a N.Y.S. 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 N.Y.S. employee requirement. 
  9. The College is reimbursed at the prevailing per mile rate as a Recharge to College departments, by journal to IFR accounts or by invoicing to affiliated organizations. 

CAR RENTALS

If a fleet vehicle is not available the employee should consider renting a compact or standard vehicle as it is generally less costly than using a personal vehicle. New York State law imposes a ten-day limitation on the use of rented automobiles used within New York State. There is no duration limitation for out-of-state travel. Car rentals should only be made for SUNY Cortland employees. 

Note the following excerpt from published OGS Bureau of Insurance Guidelines regarding Rental Vehicles.

What you need to know as a State Employee (as this is for state employees only)

  1. Always rent in the name of the State of New York.
  2. 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 and no-fault coverage.
  3. Neither you nor your employer are authorized to purchase any additional insurance when renting a vehicle in New York State.
  4. 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.
  5. 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.
  6. 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.

New York State currently has an exclusive agreement with Enterprise/Hertz Car Rental which offers discounted rates to all State employees on official business rentals.  Please call either Purchasing or Accounts Payable to get the account number for direct billing prior to making reservations.

The NYS Passenger Vehicle Rental Contractor for Cortland County is Enterprise Rent-A-Car located at 991 State Route 13, Cortland, NY 13045.  Their telephone number is 607-758-9000. 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.

REIMBURSEMENT

The current rate for personal vehicle reimbursement is 56 cents per mile (effective 1/1/21). 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 ensure 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 Travel Information page 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.