The expenditure of travel funds from both sponsored program funds as well as RF funds is governed by the Research Foundation for State University of New York Travel Guidelines.
The use of travel funds generally must be authorized by the sponsor. Prior to processing, the Sponsored Program Operations (SPO) office reviews the travel payment request to insure compliance with sponsor regulations and RF travel policy, as well as to determine the availability of funds. It is advisable to check with the SPO Grants Management Office before committing funds for travel purposes.
Per diem and lodging rates for selected cities across the US, as well as mileage reimbursement rates, and breakouts for breakfast and dinner change periodically. Updated rate schedules are available at the General Services Administration (GSA) website at www.gsa.gov or you may obtain the current rates from the SPO Accounts Payable / Purchasing Office.
A Foreign Travel Disclosure Form must be completed and submitted to the Sponsored Programs Operations Office prior to any foreign travel.
Rules governing export controls may require federal agency prior approval or restrict travel to certain locations. Click here to review current travel warnings. Travel to a country appearing on the warning list requires prior approval of the Campus Operations Manager and Campus President. Failure to comply may result in penalties, including fines and imprisonment.
The Research Foundation has corporate accounts with Enterprise, National, and Budget, all of which are tax exempt in NYS. Enterprise and National are also tax exempt in NJ & FL.
When a vehicle is reserved with Enterprise, all loss and damage insurance coverage is included in the rental agreement, therefore, please decline any additional insurance offered by their salespeople when picking up your rental.
If a traveler wishes to use another car rental agency of their choice, when making their reservation, they must list the “Research Foundation” as the entity responsible for the contract. By listing the “Research Foundation” as the named insured, the vehicle operator will be relieved of personal liability in the event of an accident, loss, or damage.
Reservations made through Enterprise, National, and Budget may be arranged by Carol Julian,, Manager, Accounts Payable/Purchasing Department. Please contact her with any questions or unique concerns.
The links below provide a copy of correspondence that can be used to document that The Research Foundation for State University of New York is a 501(c)(3) corporation under the Internal Revenue Code and therefore exempt from federal income tax.
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