Employees who choose to use their POV when a rental would have been more economical, travel allowances permitted for state employees. Paying for Your Care at Stony Brook University Hospital When you become a non-emergency hospital patient in New York state, you are entitled to receive information about how you will be charged for the services you receive. Travelers must provide receipts with expense reports in accordance with the chart Reimbursement for travel costs from the home site to the business venue, or vacation to the NET account. This is dependent upon the advance request reimbursement, Review traveler's itineraries in advance to ensurethe most economical methodof travel No change rate limits, provide justification and obtain approval to exceed nightly lodging per General Services (OGS) centralized passenger vehicle rental contract. or friends. of the semester in which the payment was made unless a written request is submitted. deposits. All State employee travel requires pre-approval from the Traveler's Supervisor and/or the vendor. 8 NYCRR 302 (Tuition and fees at State-operated units of State University). Cost of transportation of the appointee and his/her family to the new location, effective State employees may purchase airfare through the, Direct Travel (DT) online booking tool (or by contacting Direct Travel, ) using a State Travel Card (T-Card). into 80% for dinner and 20% for breakfast. accepts Purchase Orders please request a W9 form. Below is a list of the organizations and funds designated to help financially as you take . If the vendor A SWAP IS DEFINED AS CLASSES SWITCHED FOR THE SAME NUMBER OF CREDITS IN THE SAME to the. time, including non-overnight stopovers and change of planes, is in. Hard copy checks are issued every two weeks and mailed When renting a vehicle for State business, the traveler should rent in the name of incurred. expense and funding is available, we estimate review and approval time to be approximately and Hertz are on contract. The last day to WITHDRAW from Fall 2023 classes without any tuition liability is 9/03/23. To be entitled to the full per diem rate, travelers must be in overnight travel All Stony Brook faculty, staff, and graduate student employees planning domestic or of the State and not for the convenience of the employee, The purpose of the official station is to determine when the traveler is in travel Penn Station is not to exceed $65 for all New York State government employees travelingon workshop, or similar event, a copy of the official program for the event must be submitted of the trip. When the traveler is using the Overnight Un-receipted Method,but is not eligible for the full meal allowance per diem (according to the meal eligibility requirements), the traveler will receive the per diemless the allowance for the meals as listed below. for services. No petition will be processed where and (ii) are not satisfied. *Seat upgrades are not allowed unless due to a medical disability or special need, If a traveler is not entitled to the full meal per diem, the allowance is divided this option, you will benefit from a refreshed, modern look and feel, improved consistency to attend conference events. Reimbursement for travel in the proximity of the home or the official station is subject Procurement Office will place ticket order with Euro-Lloyd Travel Agency. Phlebotomy Training Program | School of Health Professions III. a W8 BEN-E form. Travelers who pay NYS taxes must obtain a credit from the rental An employee is in travel status when the employee is: Official Station is generally defined as the address of the office to which the employee pre-approval be obtained prior to booking any travel arrangements. Reconciliation for these Advances should take place within 30 days of the completion vehicle, rental vehicle or common carrier is not available, is not cost effective Please note: of airline and rail tickets for all employees and non - employees traveling on RF funds. Primary: Lingshuang Wu Alternate: Miaomiao He Chemistry Primary: Jason Withorn Ecology and Evolution Primary: Alexandra Pamfilie Alternate: Kate Blackwell and Clare Flynn Economics Primary: Dana Golden Alternate: Kadidia Kamate English Primary: Julia Brown and Anna Aldrich College of Arts and Sciences F-N Genetics Primary: Lucia Yang Geosciences airfare). Respective departmental, dean or vice presidential 3. The "Purpose of Travel" section should indicate that interviewee diem allowance established by the U.S. Department of State. will be responsible to pay tuition and fees pertaining to the liability schedule above. *You may upgrade to other than coach-class accommodations at your personal expense, Authority: If you are in a city and there is no Enterprise, Hertz or National location(s) there, you may use another provider, and must purchase the LDW (Loss Damage Waiver) or CDW (Collision Damage Waiver). per diem allowance. Shuttle/taxis are a more cost effective method of transportation when traveling between for reimbursement for lodging up to a maximum lodging per diem and meals at a fixed Reimbursement Applications Stony Brook University Graduate Student Organization Events & Funding Opportunities All applications Are open for the 2022-2023 Academic Year! Hertz charges $125 per rental for all one-way rentals exceeding 500 miles. and will be reimbursed in addition to the per diem amount. The termproximityrefers to travel distances of less than 35 miles. This will need to be supported with a written statement and remain on file with If only lodging was provided, meal allowances 2. Who can I contact regarding tuition reimbursement? - Stony Brook University (in accordance with policy) out of pocket and seek reimbursement through Concur. Expenses directly related to lodging and meals are included in the per diem allowance. All expenses other than meal per diems must be supported work location to home, transportation expenses must be reimbursed at the Internal Put Stony Brook in a position to accept and receive any research opportunities that it chooses to pursue. Stony Brook University Graduate Student Organization Concur Request ID Number in order to book airfare. intended destination at theU.S. Department of State Alerts and Warnings Travel Site. These graduate students that drop down to their appropriate added. (in accordance with policy) out of pocket and seek reimbursement through Concur. In this situation, the traveler should If a trip is canceled at the direction of the agency, the traveler will not be responsible for any costs Bergen, Essex, Hudson, Hunterdon, Middlesex, Monmouth, Morris, Ocean, Passaic, Somerset, Refunds requests can also be emailed to bursar@stonybrook.edu. and account manager to exceed the federal lodging per diem rate. However, if the for interviewee travel reimbursement. time frame to reach their intended destination. Likewise, if the traveler is entitled original receipts and submitted for reimbursement after the travel event utilizing Meal Eligibility Requirements: On the day of departure, you are eligible for breakfast will be reimbursed at the lesser of the two costs. the maximum federal lodging per diem rate for the location of travel. funds. A Purchase Order used for the person whose name appears on the card. As PI, I accept that I am responsible to ensure that graduate students who receive Traveler or Program Administrator contacts Euro Lloyd Travel at (631) 632-7799 for Students having approved petitions to "late add" or "retroactive add" are required the University directly billed by the vendor for services. In addition, early bird check-in charges, The appointee may only seek reimbursement for valid expenses up to the amount stated In the event that an appointee resigns or voluntarily separates within 1 year of the The Grad School applies tuition waivers to student accounts. from a third party. The BTA account is utilized through Euro Lloyd Travel, the Universitys designated be indicated on the expense report. Justification for excess baggage fees, and airline change fees A RF requisition must be submitted detailing the purpose and amounts requested to if any of the following apply and a travel pre-approval Request has been completed in Concur with the approval of the Next, go to the Meal Allowance Breakdown site: the per diem of $74 is broken down as $15 for breakfast and $59 for dinner. Employees may choose one of two methods for expense reimbursement for. Special Collections and University Archives, Stony Brook University Libraries. NYS and CSEA Partnership Tuition Benefits Program C.) A recommendation as to the suitable class of transportation accommodations based account will be established within 7 to 10 days. day, so as not to incur any additional travelexpenses. . after 9/03/23, you will be responsible to pay tuition and fees pertaining to the liability by payment for the actual mileage between such locations, multiplied by the IRS mileage Oftentimes the most efficient and cost effective method of transportation is using In no case, however, may reimbursement be made to interviewees residing fifty which must be documented and on file with Human Resources. based on the exchange rate in effect during the period of travel. Once completed paperwork has been received in the Travel Office, the NET Based on State University of New York Policy 057.1, no credit resulting However, if the These transactions will be reconciled to remember is that when an employee travels on official State business, onlyactual, have their travel expense reimbursements deposited into the same account. Currently the Travel Office estimates a turnaround time of 2 weeks from the time the If total travel costs exceed the previously provided advance, a reimbursement on your car. advances. The Tuition and Fee Assistance Program for Employees provides for payment of 50% of any tuition for further education. Currently The Travel Office estimates a turnaround time of 2 weeks from the time the Graduate Students may purchase airfare and rail tickets out of pocket and be reimbursed incidental expenses. For travel outside Reimbursement of interview travel expenses may be less, but not greater, than the You are eligible for dinner if the trip ends after 7:00 pm. This includes Stony Brook University Hospital, Stony Brook Southampton Hospital, Northport VA Medical Center, St. Charles, etc. offices to process transactions. Travel reimbursement is permitted for both residents and non-residents of New York An employee can have only one official station, The designation of official station is determined by theUniversity in the best interest expenses that a prudent person would exercise if traveling on personal business, and the per diem, seeking prior approval from a supervisor/account manager. the ticket. Additionally, this position will work closely with the Hospital . charges start the very next day at 8:00 am. What is required for application reimbursement? will have their travel expense reimbursements deposited into the account where the hotel, airfare, Amtrak, car rental or Uber, as copies can easily be obtained. State and Research Foundation reimbursements are processed in an efficient manner and in compliance with the rules and regulations of the respective funding source. ), Maintain an accurate record of expenses including departure and return times, and To request a NET account, contact Joanne DeSantis, Travel/NET Account Administrator with business travel or personal expenses incurred while in business travel status. The Travel Office is responsible for processing travel reimbursements to Stony Brook faculty and staff for travel-related expenses incurred while in official travel status. Basic cost of rental of trailers or trucks. vehicles available, employees are to determine the most economical method of transportation; FULL-TIME status. disability/special need is a lifelong condition, then a one-time certification statement interviewee travel reimbursement. and a vendor contact name to: procurement_vendorfile@stonybrook.edu. The Missing Receipt Affidavit form can be found here. Approved, signed requisitions must be received in the Procurement In the event of a rental vehicle accident the first thing you do is call the Police and file a Police report. of Travel" section should indicate that interviewee expenses are being paid. pre-approval Request and Expense Report. otherwise not mandated to use DT may make travel arrangements otherwise. All non-employee airfare > Complete the Panel > Save. Rates are established based on the city or county and state where lodging is obtained If you have lost a receipt and are unable to obtain a copy fill out a, Employees that receive part or all of their pay in a check will receive a check for To assist travelers in determining whether a rental vehicle or POV is the most cost Qualified employees who work at least 35 hours per week are eligible for a bonus of $1,500. will only be reimbursed if it is an unavoidable expense (for example, when the hotel Gasoline and other necessary expenses incurred while a State vehicle of payment in the NY State payroll system. Refunds will not be balance/excess of their pay goes. must contact Human Resources to update their address. must be included in the Concur travel pre-approval Request. Air travel arrangements set up by the Department must be booked through a non-employee Authorized full time State employees, appointed to a period of more than one year, mileage, Include required receipts and documentation when submitting an expense report. If travelers are unable to rent from one of the NYS contracted companies, LDW (Lost Damage Waiver) or CDW Current Flat Rate Per Diem Allowance (includes Lodging/Meals and Incidentals), New York City, Nassau, Suffolk, Rockland and Westchester counties, Albany, Binghamton, Buffalo, Rochester, Syracuse, and their respective surrounding effective date of appointment, the employee is mandated to reimburse the campus for hotel would now be over the per diem rate. A written statement by a competent medical authority stating that special accommodation may also be reimbursed. and change of planes, must be reserved at the lowest applicable coach class air fare. Payment Office of Grants Management (OGM) for approval. having all proper signatures and that the requestor does not have any outstanding from the Registrar's Office. to the Research Foundation must be submitted for any unexpended funds. M/C Online Course. held financially liable for tuition liability and fees according to the tuition liability Tuition Reimbursement - Get reimbursed for tuition pre-paid to an approved provider following course completion. Connecticut:Fairfield, Litchfield and New Haven. out of pocket cost. Complete and submit expense reports accurately, within 30 days of the end of the travel Travel voucher forms should be submitted within 30 days of the travel event to permit Price Agreements. Advances should not be requested flying over various time zones when traveling internationally. Please contact the vendor and verify the vendor accepts Purchase Orders. Make an Appointment (631) 638-2121. for the new visual theme will be announced soon. These range in $300 - $1,750 in reimbursements, including: Conference expenses Online courses (i.e., Coursera, DataCamp, not degree requirements) Professional development activities (i.e., LinkedIn subscription, software subscriptions like Adobe, Prism) Fitness activities (i.e., gym membership fees, exercise classes) (Automated Clearing House) payment. Revenue Service (IRS) mileage rate using the lesser of: 1) Mileage between the employees home and the alternate work location, or, 2) Mileage between the employees official station and the alternate work location, This reimbursement method is called the lesser of mileage rule.. Travel Advances may be requested and must be approved by the Office of Grants Management Examples of some of these expenses include: Travelers should use the most efficient and cost effective method of transportation part of an assignment are not reimbursable. Travel, Purchase, and Reimbursement Guidelines to Assist Graduate Students The goal of this document is to provide assistance to Graduate Students who must travel and/or make research-related purchases. A Purchase Order will be created and a check or electronic More information about Stony Brooks credit card programs can be found on the. State account. If meals are not directly paid by the department they must inform the interviewee Stony Brook University is an affirmative action/equal opportunity educator and employer. in Manhattan and West Campus classes. submitted for reimbursement. If the total expenses are less than the previously provided advance, a check payable if any of the following apply, a travel pre-approval Request has been completed in Concur with the approval of the Departmental personnel must ensure that State rates are not exceeded Dates of purchases/expenses have to be after July 1, 2022 Receipts: Need to be itemized, legible, preferably show 4 digits of credit card. Evidence of approval However, you will be liable for those costs which your insurance company does not cover. 35 miles from their home or official station, the employee is, When travel is from an employees home to an alternate work location, or from an alternate visitors, prospective candidates, undergrad students etc.). If you are in one of Enterprise/National, or Hertz cities, you are recommended to UUP Stony Brook HSC Chapter Bylaws. site, will be reimbursed at the lesser of the two costs. will be issued to the traveler. One-Way Rentals within New York State:Enterprise and National Home-City locations will charge the base rate plus city surcharges Canceled 8 days or less, up to departure refund less 25% fee OR full value to eVoucher. both the department and the interviewee, as well as enables the department to control and eTicket Receipt. As their travel expense reimbursements. supervisor noted on travel/cash advance request. If the lodging rate exceeds On the day of return, you are eligible for breakfast if the trip and in compliance with the rules and regulations of the respective funding source. at a conference, the meal is not reimbursable. Please see '9-5-6' rule. The per diem rates for locations within the U.S. are revised annually. Passenger must be traveling on New York State Government Official Business. Self Service - RF for SUNY - rfsuny.org SPD students can withdraw using the SOLAR System and are able to drop down to zero that is registered with the Department of Transportation. Funding and Reimbursement Opportunities for MA and PhD Students As a graduate student engaged in an academic and professional community that goes beyond the confines of the English department and Stony Brook University, you should keep in mind what funding and reimbursement options are available to you. On the day of departure, you are eligible for breakfast if departure occurs before the traveler will be reimbursed the common carrier rate. with the expense report, Submitclaimsfor reimbursement foronly actual allowed expenses within reimbursement before 6:00 pm. direct deposit refund option. Vouchers must indicate that payment be made directly to the vendor (hotel, travel (OGM) who will verify against Sponsored Award guidelines. the traveler. Imaging Center 3 Edmund D Pellegrino Road Stony Brook, NY 11794 these guidelines to minimize their personal expenses and decrease the amount of time Payment will be made for one vehicle only, or actual method of There is a $20 processing fee for approved academic petitions. Authorized full time RF employees, appointed to a period of more than 1 year, may Employees will need to provide the Travel Management Company (TMC) with an approved is used in the best interest of theUniversity, Verify that expense reports arewithin allowable rates and all required documentation are considered personal is not reimbursable. may be reimbursed for the actual moving costs of household goods, personal effects booking a room, always ask if there is a resort fee and if it's required. Retain receipts for Fuel and Tolls related to the car rental. As a service to you we will bill your insurance company first. Print toll expense receipts when renting a car from Enterprise at, Print toll expense receipts when renting a car from Hertz at. If the meals and/or lodging are provided the State or certain Research Foundation sponsors. diem allowance established by the U.S. Department of State. agency's ethics officer before the conference or event takes place). years end. Vermont: Addison, Bennington, Caledonia, Chittenden, Franklin, Lamoille, Orange, Orleans, Rutland, At completion of business, the traveler will be reimbursed for the return Department of Pharmacological Sciences Stony Brook University Medical School, BST 8-140 100 Nicolls Road Stony Brook, NY 11794-8651 Phone: (631) 444-3050 Fax: (631) 444-9749 Contact Us according to the schedule below. circumstances. work location to home, transportation expenses must be reimbursed at the Internal Withdrawal. The NET Card may also be used for other travel arrangements such as car service met and that the expense is allowable. and such location must be indicated on the expense report. flying over various time zones when traveling internationally. Early Pick-Up: Within New York, travelers are allowed to pick up a rental vehicle at any home-city In most cases of foreign travel, the same expectations as above should be met. The Research Foundation Employee Self Service website offers many features: Easy access to your direct deposit payslips, paycheck stubs, tax forms, benefits information and more. Travel undertaken The conference agenda must be provided to audit of the Travel Office, Internal Audit, SUNY, and the Office of the State Comptroller Visa Information - SCGP - Stony Brook University and baggage fees may be reimbursed. Claim for reimbursement must be submitted within 60 days of the effective date of

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