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
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:
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)
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.
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.
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.