Travel Forms and Resources
Traveling to teach, learn and collaborate with colleagues is an integral part of university life. Fredonia offers multiple payment options and will reimburse individuals for actual, most economical, necessary, appropriate and approved travel expenses incurred in the performance of university business.
Quick Links
Additional Travel Links
General Services Administration (GSA) Personally Owned Vehicle (POV) Rates
- The Personally Owned Vehicle (POV) mileage reimbursement rate for 2024 (beginning 1/1/24) is $0.67 per mile. The 2023 rate was $0.655 per mile.
- For groups of 5 or more, a university van may be utilized. For more information and to complete a vehicle request form, please visit Facilities Services.
NYS Thruway Tolls Calculator
Currency Converter
- Please use any converter you like, we included this link for convenience. The traveler is responsible for writing the US currency rate on each foreign receipt.
Helpful Travel Documents
- Calculator for Hertz (Rev 01/2023)
- Calculator for Enterprise/National (Rev 01/2023)
- OSC Travel Manual ** (Rev 6/2022)
- Fredonia's Travel Guideline #810 (Effective 09/2022)
- GOER Travel and NET Card Reconciliation
- PaymentNet Cardholder Quick Reference Guide
- Rental Car State Contracts (Effective 5/18/2023)
- Rental Car FAQs (Effective 5/18/2023)
- SUNY Doc #8952 International Travel with Students (New 10/2017)
- Campus Housing Requirement for Candidates and Guests (New 07/2019)
Travel Forms
- Extra Sheet to Calculate Meals and Lodging .xls
- Mileage Statement for Personal Automobile Use.xls (Rev 08/2017 Rev1)
- Non-Employee Travel (NET) Card Agreement and Acknowledgement Form (New 10/2023)
- Over Per Diem Lodging Justification Form .xlsx
- Tax Exempt Forms
- Travel Authorization Form .xls (New 02/2020)
- Travel Card Agreement and Acknowledgement Form (New 10/2023)
- Travel Voucher Form.xls (New 10/2023)
Used by those who do NOT have a state-issued travel card - Travel Voucher & State Travel Card Reconciliation Form.xlsx (New 10/2023)
Used by those who DO have a state-issued travel card
** From OSC's Guide to Financial Operation (Rev. 3/19/12)
XIII.4
If you have a State issued Travel Card and/or NET Card and prefer (based on time and personal preference) to use OSC's Travel Expense Form AC 132-S, below are the links. Please note: The use of Form AC 132-S "requires travelers to also fill out any of the applicable forms that correspond with their travel event."
- Travel Expenses and the Claim for Payment (AC 132-S)
- Statement of Incidental and Transportation Expenses (AC 3259-S)
- Statement of Meals Claimed (AC 3258-S)
- Statement of Automobile Travel (AC 160-S)
- Statement of State Corporate Travel Card Charges (AC 3256-S)
XIII.4.A
Policy References
An Expense Report must be submitted detailing all expenses including both State Travel Card charges and out-of-pocket expenses. Each Business Unit finance office will reimburse out-of-pocket expenses and pay the State Travel Card directly. Revocation of the traveler’s card may occur upon repeated delays in the submission of Expense Reports.
Expense Reports are to be fully completed for each travel event. No balance due or balance owed is to be carried over to future Expense Reports or applied to previously submitted Expense Reports. Expense Reports must be submitted within 30 days of the end of the travel event. This timely submittal will provide information necessary to reconcile the corporate travel card bill. Revocation of the traveler’s card may occur upon repeated delays in the submission of Expense Reports. Expense Reports must be submitted for all charges whether or not out-of-pocket expenses were incurred.
Improper or unauthorized charges will result in mandated reimbursement to the Business Unit by the employee, suspension or loss of privileges related to the card, or disciplinary action. The traveler must submit a check payable to the Commissioner of the NYS Department of Taxation and Finance with the Expense Report for any money owed to the State.
- OSC Travel Manual ** (Rev 6/2022)
- Fredonia's Travel Guideline #810 (Effective 09/2022)
- SUNY Doc #8952 International Travel with Students (New 10/2017)
- PaymentNet Cardholder Quick Reference Guide
- Travel Voucher Form.xls (New 10/2023)
Used by those who do NOT have a state-issued travel card - Travel Voucher & State Travel Card Reconciliation Form.xlsx (New 10/2023)
Used by those who DO have a state-issued travel card - Mileage Statement for Personal Automobile Use.xls (Rev 08/2017 Rev1)
- Over Per Diem Lodging Justification Form .xlsx
- Extra Sheet to Calculate Meals and Lodging .xls
- Travel Card Agreement and Acknowledgement Form (New 10/2023)
- Non-Employee Travel (NET) Card Agreement and Acknowledgement Form (New 10/2023)
- Calculator for Hertz (Rev 01/2023)
- Calculator for Enterprise/National (Rev 01/2023)
- Rental Car State Contracts (Effective 5/18/2023)
- Rental Car FAQs (Effective 5/18/2023)
- Enterprise/National On-line Reservation Link
- Tax Exempt Letter
- Tax Exempt (AC-946) Form
- Delaware Tax Exempt Form
- Florida Tax Exempt Form
- Maine Tax Exempt Form
- Missouri Tax Exempt Form
- New Jersey Tax Exempt Form
- New York State Tax Exempt (Lodging) Form
- New York City Tax Exempt (Lodging) Form
- North Dakota Tax Exempt Form
- Ohio Tax Exempt Form Please Note: Ohio State Tax will be removed from lodging receipts only when a Travel/NET card or purchase order is used. If paying via a personal credit card, tax will be an allowable reimbursable expense.
- Rhode Island Tax Exempt Form
- Campus Housing Requirement for Candidates and Guests (New 07/2019)
- 2024 Travel Presentation
- 2024 Travel Presentation with Voice Over
- OSC Lesser of Mileage Rule Presentation
- Travel Authorization Completion Guide
- TV&STCR Completion Guide