Plenaries & Meetings - General information and procedures
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Executive Committee,Committee Chairs, CGLs and Invited Guests
Travel and lodging for those in this category are always paid for by the UFS office. • Once per academic year the UFS office will email each person in this category with a pre-populated expense report. • Each person will then verify that the report information is correct by electronically signing the form. Only electronic signatures will be accepted. • The signed form will be retained in the UFS office for the academic year and will be used for each expense report throughout that academic year. If any information changes mid-year, please let the UFS office know. • Before each plenary each person will make their own lodging reservation via the hotel link provided by the UFS office. • Before each plenary the UFS Office will make any travel arrangements based on the information entered into the meeting registration form. • Always save all receipts. • After each plenary a post plenary survey will be sent via em ail with a reminder to submit receipts to the UFS office for reimbursement. • The UFS office will fill out the expense report and submit to the Travel Department 20 days after the plenary, then again at 30 days after the plenary. |
Senators and Sector Representatives
Travel and lodging for those in this category are always paid for by the individual's campus ( official station). • Before each plenary each person will make their own lodging reservation via the hotel link provided by the UFS office. • Each person in this category will pay for their own lodging and travel and will work with their campus via the individual campus' reimbursement procedure. • Always save all receipts. • After each plenary a post plenary survey will be sent via em ail with a reminder to submit receipts to your campus for reimbursement. • As a reminder; if you are a senator this position takes precedence above all other positions on the UFS. Senator reimbursement must go through the individual's campus. |
State Mandated Travel Reimbursement Rules
The following are NYS mandated rules for travel. There are caveats to all of these guidelines, so please check with the UFS office for clarification before expecting reimbursement. • If you leave your home station or official work station before 7am and are traveling to a meeting that does not provide breakfast, you are entitled to reimbursement for your breakfast. • If you arrive back to your home station or official work station after 7pm and are traveling from a meeting that did not provide dinner, you are entitled to reimbursement for your dinner • Lunch is NEVER a reimbursable meal. • Anyone may choose to drive their own car to any meeting. The reimbursement will be for whichever is least expensive.
• If you choose to fly you must provide a cost comparison and a written justification for the additional cost over ground transportation. • All travel is reimbursed according to NY State travel guidelines. For complete guidelines, please visit the TRAVEL CENTER on blue.suny.edu |
THE SUMMER AND FALL PLANNING MEETINGS ARE AN EXCEPTION TO THESE PROCEDURES...UFS PAYS FOR ALL HOTEL ROOMS, TRAVEL, TOLLS & REIMBURSABLE MEALS
Travel Reimbursement Processes
- Fill out the forms under your travel category, in the Google Docs folder TRAVEL DOCS WEBSITE
- Scan all receipts (hotel, rental, train, plane, food, gas, tolls, etc.
- Email receipts AND signed forms to jennifer.redinger@suny.edu
- PLEASE TITLE YOUR EMAIL "F & L NAME - REIMBURSEMENT" FOR EASE OF EMAIL SEARCHING