e s f home link - e s f college of environmental science and forestry
e s f home link - e s f college of environmental science and forestry

Before the Trip

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Before the Trip - Research Foundation

The following list needs to be checked as you are planning your trip. These items will help you to determine the cost of your excursion and will expedite the process.

Please provide the Travel Authorization Form at least two weeks before your scheduled departure date

  • Check per diem rates for the area.(Over the Maximum Per Diem will require prior approval by PI)
  • If you would like to request a RF Travel Card for your trip, please complete the application for Bank of America Visa - RF Travel Card at least 4 weeks prior to your travel. The card can be used for many expenses, saving you out of pocket expenses.
  • If vehicle transportation is needed, review options for the most cost efficient method. State fleet vehicle, Rental Vehicle RF (Enterprise) (PDF) or a personal car. If you use chose to take your personal vehicle, you will need to use the OGS Travel calculator to calculate your mileage reimbursement. Prior approval and justification is required if you take your personal vehicle. ( State fleet or rental car is preferred )
  • Airfare may be directly billed to the award using Direct Travel. No reimbursement is given for payment with personal card until travel is completed. RF reimburses for Economy travel with no upgrades.
  • Registration information, pay on Travel card or procurement card when able, no reimbursement is given for payment made with personal funds until the trip is complete
  • Make sure appropriate Project, Task and Award information is provided and account has the funds on the appropriate budget line to support your trip.
  • Supporting documentation for trip expenses including, but not limited to, business purpose of the trip, original itemized receipts, conference/meeting agenda will need to be submitted with the reimbursement request.
  • Approval by Supervisor and/or PI for use of funds.

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Before the Trip - State

The following list is designed to guide you planning your trip. These items will help you to determine the cost of your excursion and will expedite the reconciliation and reimbursement process.

  • Check per diem rates for the area
  • You will need to complete and submit a Travel Authorization Form (PDF) to the travel department before your trip
  • If you would like to request a Travel Card Application (PDF) for your trip, please fill out the application for Citibank Visa – NYS Travel Card at least 4 weeks prior to your travel. The card can be used for many expenses, saving you out of pocket expenses.
  • If vehicle transportation is needed, review options for the most cost efficient method. State fleet vehicle, Rental Vehicle State (Enterprise) (PDF) or a personal car. If you use chose to take your personal vehicle, you will need to use the OGS Travel calculator to calculate your mileage reimbursement. Prior approval and justification is required if you take your personal vehicle. ( State fleet or rental car is preferred )
  • Airfare must be on a travel card and booked through one of the two contract vendors.
  • Registration information, pay on Travel card or procurement card when able
  • Make sure appropriate Account information is filled in and account has the funds to support your trip.
  • Approval by Supervisor and/or Account Signatory for funds