Transportation

Airfare and train travel can be managed in two ways: 

• Travelers book their own transportation and get reimbursed after the trip  
• Travelers contact Direct Travel to book their transportation and have the costs direct billed to their award or incentive account  

When booking through Direct Travel, there are some steps that must happen in quick succession, so travelers should be prepared before beginning their searches.  

1. Demonstrate reasonableness:  
   1. Search online for the preferred flights/train journeys
   2. Take screenshots of the options/cost  
2. Call Direct Travel on (315) 472-7737 
   1. Confirm that the traveler is a SUNY ESF RF employee 
   2. Complete the travel arrangements with the representative 
   3. Ask the representative to hold the price for 24 hours, if possible 
   4. Confirm the traveler’s RF Account number (Project/Task/Award number) 
3. Complete the Direct Travel Request Form
4. Email the completed form and a Travel Authorization (if not already submitted) to:  
   1. Traveler’s PI/Supervisor for signature  
   2. [email protected] when fully signed 
5. Direct Travel will send the flight/train information to [email protected] and request a control number
6. If the paperwork is in order, the RF Travel Team will provide a control number directly to Direct Travel to complete the booking 

Note: Direct Travel has a 24/7 Traveler Assistance number: 1-800-206-1478  

Airfare Dos and Don’ts

Fare Type	Must be basic economy without upgrades
Seat Selection Fees	Not allowed or reimbursable
Reimbursable Fare Conditions	Least expensive unrestricted fare; must be cancellable/reschedulable for less than original cost
Travel Insurance	Reimbursable if this option, combined with non-refundable ticket, is more cost effective than purchasing a cancellable/reschedulable flight
Upgrades	Allowed, but economy quote is your reimbursement; basic economy quote (in print) must be obtained at the same time as upgraded quote; no quote = no reimbursement
Loyalty Program Upgrades	Allowed if free and proof is attached
Bag Fees	Carry-on and checked bag fees are reimbursable
Travel Method	Must be the most economical option in the RF’s best interest
Receipts Required	Itemized receipt including trip legs, times, layovers, flight type, fees, etc., and traveler's portion of the airline ticket or an e-ticket (boarding pass)
Personal Travel Included	Must provide printed basic economy quote for work portion; no quote = no reimbursement
Frequent Flyer Miles / Credits	Not reimbursable
Timing of Reimbursement	Only after travel event; must be submitted via RF Travel Expense Voucher

 

For comprehensive guidance on personal vehicle use for business travel, review the RF Travel Handbook.   

Mileage Reimbursement 

• Personal vehicles may be used for RF business, but additional expenses will not be reimbursed when more cost-effective or efficient transportation methods are appropriate and available
• Reimbursement for travel to local business sites (e.g. seminars or meetings) or transportation hubs is limited to mileage exceeding the traveler’s normal commute to their official work station
• Only one official work station may be designated
• Reimbursement is capped at the cost of a rental vehicle

Travel Over 35 Miles (Travel Status) 

• When traveling to an alternate work location more than 35 miles from either the traveler's home or official work station, all mileage is eligible for reimbursement (see Trip Calculator guidance below for roundtrips over 100 miles)
• If a traveler stops at their official station on the way out or the way back, that portion of the trip becomes commuting and is not reimbursable 

Travel Within 35 Miles (Proximity Travel) 

• If traveling within 35 miles from either the traveler's home or official work station, reimbursement is only eligible for mileage greater than the traveler's normal commute. Exceptions are allowed for weekends 
• When traveling between an official station and an alternate work location, or  between multiple alternate locations, all miles driven can be reimbursed

Documentation Requirements 

When submitting a Travel Expense Voucher, the following information should be included to support the claim: 

• Google Maps directions with the to/from locations and mileage 
• If a map is insufficient, a detailed mileage log may be included with explanations for any adjustments made to the mileage shown on the map
• Traveling for multiple projects in a single trip requires a mileage log 
• For roundtrips greater than 100 miles, a Trip Calculator should be completed to determine whether it is more cost-effective to rent a vehicle or use a personal vehicle. Guidance on completing the form is below: 
  • Enter miles traveled
  • Use a standard vehicle size for comparison
  • Total rental days are calculated as consecutive 24-hour periods from the time vehicle is collected. Rentals vehicles can be picked up 30 minutes before closing and the rental period will begin at 7am the next morning
  • # of miles to rental agency (roundtrip): 
    • From home – enter total miles minus the commute from home to work
    • From workstation – enter total miles from workstation to rental agency
  • Enter cost per gallon for fuel at the time of the trip – there is a link to AAA Daily Fuel Gauge on the form
  • If the traveler decides to use a personal vehicle after completing the calculator, add the departure and return miles from the ‘# Miles to Claim on Expense Report’ box and multiply by the current IRS rate to determine reimbursement
  • Enter total miles and reimbursement amount into the Travel Expense Voucher and attach the completed calculator results  

Combining Personal and Business Travel 

Personal vehicles may be used for combined work and personal travel, but reimbursement cannot exceed the cost of travel had the trip not included personal travel. If the traveler plans to combine personal travel with work travel, please contact [email protected] for guidance prior to traveling.

Enterprise Rental Vehicles can be booked in two ways: 

• Travelers book directly though the Enterprise website using the RF's Corporate Account Number
• Travelers contact Direct Travel to book the rental vehicle on their behalf

Both options are paid for via direct billing with the costs charged directly to the award or research incentive. No costs should be incurred personally by the traveler.

For guidance on booking through Direct Travel, see instructions within the Airfare and Train Reservations section.

General Guidelines 

• Reservations must be made at least 120 hours in advance to guarantee vehicle availability 
• Rental “days” begin at pickup time, but the vehicle can be picked up the evening before during the last hour of operation and the clock starts the next morning 
• Travelers will need to contact [email protected] to get the billing number for direct billing their rental vehicle 
• Roadside assistance is available; contact information is in the car or within the contract 
• There is no extra charge for RF-employed drivers aged 18+ with a valid license 
• Rental vehicles are strictly for business use only – no personal travel or family passengers 
• Volunteers pre-approved by HR may ride in RF rental vehicles 

TollPass / E-ZPass 

• Enterprise provides TollPass devices; $4.50/day only if activated; a higher toll rate is applied 
• Travelers may use their personal E-ZPass and get reimbursed for tolls; lowest toll rate 

Making a Reservation 

• Visit the Enterprise website 
• Select “Reserve a Vehicle” 
• Avoid airport locations due to high surcharges 
• Choose vehicle class: Compact, Intermediate, or Standard. Other classes require justification 
• Enter Corporate Account Number: RF01300
• The RF does not reimburse for extras like SiriusXM, GPS, fuel service, or CO₂ offset 
• Damage Waiver Insurance is included for travel within NYS; must be elected for out-of-state rentals (new in 2025) 
• NYS sales tax will appear on online reservations  

Reservation Finalization 

• Confirm business purpose and billing privileges 
• Enter the billing number received from [email protected] - never share this number with Enterprise staff 
• Optional: Enter the Traveler’s driving license information to save time at the counter 

At the Enterprise Location 

• Confirm expectations: 
  • Tax exemption (ensure that tax is removed from travel in New York, Florida, Kentucky, Massachusetts, New Jersey, Pennsylvania, Tennessee and Texas, or bring an RF tax exempt form with you if you are not using the direct-bill option). Tax exempt certificates for each state can be obtained by contacting [email protected]
  • Early pickup/after-hours drop-off  
  • E-ZPass 
  • Insurance coverage 
• Do not provide personal insurance or pay directly for insurance coverage 
• Request rental agreement to be emailed at pickup 
• Travelers only need to show their driving license. They do not need to provide credit card details when using the direct billing option  

Vehicle Inspection 

• Inspect vehicle carefully with agent; use flashlight if needed 
• Take photos or video of the car 
• Check fuel level, wipers, spare tire, fix-a-flat, fob batteries, registration date 
• Return vehicle with more fuel than it started with or with a full tank 

Evening Before Pickup 

• Travelers may pick up the vehicle an hour before closing the day before travel 
• Notify location of the traveler’s plan and confirm this at pickup 
• If questioned, refer to contract sections D.3 and D.4 

After Travel 

• Enterprise sends invoices to the RF Travel Team after a rental is complete. The following documentation should be provided to [email protected] depending on the booking method and rental duration: 

Booking Method	Rental Duration	Documentation Required
Direct Travel	Short-term (≤ 30 days)	Enterprise rental receipt Traveler confirmation that costs match expectations Meeting/conference agenda (if applicable)
Direct Travel	Long-term (> 30 days)	Enterprise rental receipt Traveler confirmation that costs match expectations Completed mileage log
Enterprise Website	Short-term (≤ 30 days)	Enterprise rental receipt Traveler confirmation that costs match expectations Trip-specific Travel Authorization Meeting/conference agenda (if applicable)
Enterprise Website	Short-term (≤ 30 days)	Enterprise rental receipt Traveler confirmation that costs match expectations Completed mileage log Trip-specific Travel Authorization

 

• Travelers should save copies of gas receipts as they go, ensuring that dates, locations and amounts are legible
• Expenses such as gas and parking etc. can be reimbursed by submitting a Travel Expense Voucher

Additional Notes 

• Staff experiences vary – ask for a manager if something seems off 
• Report rental receipt issues to the RF Travel Team as soon as possible. Corrections, including tax exemption and the number of rental days can be made through our Enterprise representative