Travelers should use the most efficient and cost effective method of transportation available. Often times this means using a common carrier such as a train, bus, taxicab or airplane. When choosing a method of transportation several factors should be considered like; the distance traveled, the travel time, number of travelers, number of locations to be visited, and type of transportation available.
When a common carrier is available but a more expensive method is chosen without sufficient justification, reimbursement may be limited to the common carrier rate. Attach all original receipts to voucher to show means of transportation and amount paid.
If a trip is cancelled at the direction of the agency, the traveler will not be responsible for any costs incurred. If cancelled for the traveler’s convenience, he/she may be responsible for any costs.
Important Vehicle Reservation Information
- Vehicle use and destination
- Reservation dates/times
- Desired vehicle type (car, van or truck)
- Driver name for each vehicle being requested
- ***Drivers MUST be entered and approved through the NYS DMV License Event Notification Service (LENS) Program before reservations can be confirmed. Visit UPD, located at 16 Bray, with your Driver's License at your earliest convenience if you have not already been entered in to LENS.
This email will be checked daily and you will receive a confirmation email with relevant information once your request is approved.
Rent in the name of New York State and sign the agreement as an agent for the State. Do not purchase the additional insurance on the vehicle when using your NYS Travel card. The rental agreement and receipt should be submitted with the Travel Voucher upon your return. Gasoline purchases as well as any other direct costs associated with the rental vehicle can be placed on the Travel card and receipts should be submitted with your travel voucher upon your return. Reasons for using a rental car may be public transportation not available or a rental car is cheaper than alternative transportation.
SUNY ESF has contract pricing with Enterprise. Please use this link for information on rental vehicles: RF Online Rental Reservations (PDF)
Personal Car Mileage
A personal vehicle may be used when common carrier transportation is not available or cost effective. Mileage will be reimbursed in accordance with the current collective bargaining agreement, regardless of the number of passengers.
MapQuest directions should be submitted with your Mileage form (PDF) as back up for the miles traveled. Charges for fuel, accessories, repairs, depreciation, antifreeze, towing and other similar expenditures will not be allowed. These are considered operating costs of a vehicle and are covered in the mileage allowance.
For employees traveling within 35 miles from both their official work station and home, travel reimbursement for personal car mileage will follow the Lesser of Mileage Rule (PDF) as is stated in the OSC travel manual. No meals will be reimbursed. The Office of State Comptroller (OSC) Travel Manual also states, it is the traveler's responsibility to know State travel rules and regulations and the agency's specific travel policies and procedures. Lesser than Mileage examples. (PDF)
- Vehicle Request Form (PDF)
- 24-Passenger Bus Reservation Request Form (PDF)
- Bus Layout Template (XLS)
Please send completed Vehicle Request and Bus Request Forms to VehicleReservations@esf.edu. Next day vehicle requests must be made before 2:00pm the day before your desired reservation.
- Online Rental Reservations - State (PDF)
- Online Rental Reservations - RF (PDF)
If you travel from home to another location and then continue to your primary work location during the day, only the additional mileage incurred beyond the normal commute is reimbursable.
You can claim only the mileage incurred during the course of daily business for the distance greater than your normal commute to your official work station. You can only have one official work station.
Travel Office will round down mileage totals when reimbursements are calculated.
- OGS Travel Calculator (standard size vehicle may be used for comparison)
- 2021: $0.56 per mile (effective 1/1/2021 )
- 2020: $0.575 per mile
- 2019: $0.580 per mile
- 2018: $0.545 per mile
- 2017: $0.535 per mile
- 2016: $0.540 per mile
- 2015: $0.575 per mile
Federal Mileage Allowance Inclusions
Charges for gasoline, accessories, repairs, depreciation, anti-freeze, towing, insurance, auto club memberships and other expenditures may be included.
What Can Be Claimed?
Mileage Rates for Official College Travel
You may use a personal vehicle for official travel when an ESF owned vehicle or common carrier is not available, not cost effective, or otherwise not appropriate. Before a trip, justification may be required for use of a personal vehicle.