Non-Employee Travel

For travel expenses to be non-taxable to non-employees, including speakers, contractors, and interviewees, the Research Foundation (RF) must have the same documentation as required for employees and students.

All reimbursements are based on maximum per diem rates for the destination location.

Lodging

If traveling to campus or another location on behalf of the RF, the traveler can and should use the hotel tax exempt form and state that the travel is on behalf of the RF. The traveler should request the federal lodging per diem.

For travel to Syracuse, every attempt should be made to arrange lodging at facilities that charge no more than the federal per diem rate. The Crowne Plaza, The Sheraton, Hotel Skyler and the Genessee Grande hotels honor this rate and will directly invoice the College. Non-employees may also be able to use the RF’s tax exemption certificate for occupancy within New York State so that State and local taxes are not incurred. RF staff can assist non-employees with this.

Meals

If meals are not directly paid by the department, they must inform the traveler that meal costs will be reimbursed up to the federal per diem rates. Ancillary costs, such as travel to and from the airport, may also be reimbursed.

Travel Expense Vouchers should be submitted within 30 days of the trip to permit timely reimbursement.

Travel

For all travel reimbursements, RF Travel Guidelines must be followed. Original receipts for all airlines, hotels, car rentals, etc. must be attached to the purchase requisition.

When using a personal vehicle, non-employee travelers do not need to complete a trip calculator. However, a map of the journey should still be provided to substantiate the mileage being claimed. 

Honorariums/Speakers 

Payments for lecture fees, except for State and RF employees, are deemed appropriate expenditures. 

The honorarium form can be used to pay speaker fees as well as travel. The fee paid can be a set amount, a set amount plus travel reimbursement or just travel reimbursement. 

If only reimbursing speaker travel, the Travel Expense Voucher can be used in lieu of the honorarium form.