Travel+Conference+Info

**TRAVEL CONFERENCE DETAILS **
 * Title IIA Shared Service Consortium **
 * Travel Conference Details - Auto **


 * //No receipts required. //**

Auto mileage is reimbursed to employees whose job duties require them to use their personal automobiles in the performance of their duties. This reimbursement follows the contract for each employee.

Reimbursement will be at the current IRS rate, which is **$.555 ** per mile for the 2011-12 fiscal year.

Note: Travel over 300 miles per round trip must be by public carrier unless it can be demonstrated that automobile travel will be more economical with respect to the following: time involved, the cost of lodging and meals, the existing mileage allowance, and accessibility of the destination by public carrier. The New York State Office of General Services (OGS) has granted Enterprise Rent-a-Car a rate increase of 2.02% effective on August 23, 2010. This rate increase is based on data from the latest Consumer Price Index according to OGS.

The new Enterprise Rent-a-Car rates are located at the following link:

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After clicking on the above link, click on Award Number "19536" located on the left side of the screen. Next, click on "Pricing Information" to obtain the new rates. Rates for the Western New York area which is designated as "Region 11" can be found on page 23.

Please note that because of the tight budget situation that we all face this year, it is expected that all travelers make a determination on whether it is more economical to use one's own personal car with mileage reimbursement, or use a rental car. To assist in making this determination, I have attached a Car Rental vs Mileage Reimbursement calculator that will compare the cost of a using a rental car vs a personal car with mileage reimbursement. The __example__ used is for a two day 500 mile trip with a mid-size rental car. The current mileage reimbursement rate is $.50 per mile. The average gasoline price is $2.844 (*see below for link). The cost of renting vs the use of a personal car is automatically calculated. In this example, it would be more economical to rent a car at a cost of $144.06 vs the use of a personal car at a cost of $250.00. Please contact me with any questions regarding the use of this calculator.

* If using the average gasoline price in New York State, it can be found at the following link:

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<span style="font-family: Helv,sans-serif; font-size: 10pt;">A subsequent link in this website to determine average gasoline prices in the Buffalo area can be found at;

<span style="font-family: Helv,sans-serif; font-size: 10pt;">[]


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Transportation(air/train/car rental) **


 * //<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts required. //**

<span style="font-family: Helv,sans-serif; font-size: 10pt;">When traveling by air, employees must use the lowest commercial carrier rates available. Any additional items on the air line ticket, such as insurance, will not be reimbursable. Contact your administrator regarding obtaining a sales tax-exempt form.


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Ground Transportation **


 * //<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts required //**//<span style="font-family: Helv,sans-serif; font-size: 10pt;">. //

<span style="font-family: Helv,sans-serif; font-size: 10pt;">Example of additional transportation: taxi from the airport/train station; shuttle service. This generally covers transportation costs incurred once you arrive at your destination.


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Parking/Tolls **


 * //<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts required. //**

<span style="font-family: Helv,sans-serif; font-size: 10pt;">One item that should be listed here is tolls. Receipts are required. If you use EZ PASS, you may attach the on-line version or the mailed monthly version of your bill. In either case, you must highlight the toll amounts being claimed on this Travel Conference form.


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Lodging **


 * //<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts required. //**

<span style="font-family: Helv,sans-serif; font-size: 10pt;">New York State sales tax for lodging cannot be reimbursed. Purchase orders should be printed with the school’s tax-exempt number printed on them. If you are not using a purchase order for lodging, check with your administrator about obtaining a tax-exempt form. Before checking out, obtain an original receipt showing a zero dollar balance to attach to your reimbursement claim form.

<span style="font-family: Helv,sans-serif; font-size: 10pt;">If your lodging costs are not going to be reimbursed, check the box marked Not Applicable.

<span style="font-family: Helv,sans-serif; font-size: 10pt;">Additional Lodging should be used for overnight travel involving multiple lodging sites.


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Meals **


 * //<span style="font-family: Helv,sans-serif; font-size: 10pt;">No receipts required. //**

<span style="font-family: Helv,sans-serif; font-size: 10pt;">Expenses for meals during approved overnight travel will only be reimbursed according to the schedule shown below. Alcohol is not reimbursable. No reimbursement for meals will be permitted for one day conferences or travel or if the meals are included in the workshop or conference.

<span style="font-family: Helv,sans-serif; font-size: 10pt;">Effective March 1, 2004 meal expenses for overnight travel will only be reimbursed based on a per diem rate as outlined below. Expenses for overnight-approved travel will be reimbursed when accompanied by original receipts for lodging and other reimburseable expenses.

<span style="font-family: Helv,sans-serif; font-size: 10pt;">The United States General Services Administration publishes on the following website the per diem meals rates for all major cities in the United States.

__<span style="font-family: Helv,sans-serif; font-size: 10pt;">[] __

<span style="font-family: Helv,sans-serif; font-size: 10pt;">The following table lists the current per diem rate for some of the major New York regions along with an explanation of the breakdown of these per diem rates. The Incidental Expenses rate of $5 reimburses people for minor expenses such as coffee. For out-of-State travel, please call the Business Office for rates.

<span style="font-family: Helv,sans-serif; font-size: 10pt;">These rates will be reviewed on an annual basis, and any appropriate changes will be made.

<span style="font-family: Helv,sans-serif; font-size: 10pt;"> [|Click here to access the web site for the per diem rate information for cities in the United States.]

<span style="font-family: Helv,sans-serif; font-size: 10pt;">If claiming breakfast the first day and/or dinner the last day, evidence MUST be turned in that the employee left before 6:00 AM and/or returned after 6:00 PM (i.e. airline itineraries, parking ticket, toll receipt)

<span style="font-family: Helv,sans-serif; font-size: 10pt;">To receive meal reimbursement, employee needs to submit proof that they attended the conference (i.e. agenda, certificate of attendance).


 * __<span style="font-family: Helv,sans-serif; font-size: 10pt;">City __ || __<span style="font-family: Helv,sans-serif; font-size: 10pt;">Meals and Incidental Expenses (Full Day) __<span style="font-family: Helv,sans-serif; font-size: 10pt;"> Effective 10/1/09 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Albany || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$61 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Binghamton || <span style="font-family: Helv,sans-serif; font-size: 10pt;">46 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Buffalo || <span style="font-family: Helv,sans-serif; font-size: 10pt;">56 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Glens Falls || <span style="font-family: Helv,sans-serif; font-size: 10pt;">66 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Ithaca || <span style="font-family: Helv,sans-serif; font-size: 10pt;">46 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">New York City Area: || <span style="font-family: Helv,sans-serif; font-size: 10pt;">71 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">(includes boroughs of Manhattan, Brooklyn, Bronx, Queens & Staten Island) ||  ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Niagara Falls || <span style="font-family: Helv,sans-serif; font-size: 10pt;">51 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Poughkeepsie || <span style="font-family: Helv,sans-serif; font-size: 10pt;">66 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Rochester || <span style="font-family: Helv,sans-serif; font-size: 10pt;">51 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Saratoga Springs || <span style="font-family: Helv,sans-serif; font-size: 10pt;">56 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Syracuse || <span style="font-family: Helv,sans-serif; font-size: 10pt;">56 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Troy || <span style="font-family: Helv,sans-serif; font-size: 10pt;">51 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">White Plains || <span style="font-family: Helv,sans-serif; font-size: 10pt;">71 ||

<span style="font-family: Helv,sans-serif; font-size: 10pt;">Examples of breakdown of **per diem rates**.

<span style="font-family: Helv,sans-serif; font-size: 10pt;"> __Meal and Incidental Expenses__
 * || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$46 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$51 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$56 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$61 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$66 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">$71 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Breakfast || <span style="font-family: Helv,sans-serif; font-size: 10pt;">7 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">8 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">9 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">10 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">11 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">12 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Lunch || <span style="font-family: Helv,sans-serif; font-size: 10pt;">11 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">12 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">13 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">15 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">16 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">18 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Dinner || <span style="font-family: Helv,sans-serif; font-size: 10pt;">23 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">26 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">29 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">31 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">34 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">36 ||
 * <span style="font-family: Helv,sans-serif; font-size: 10pt;">Incidentals || <span style="font-family: Helv,sans-serif; font-size: 10pt;">5 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">5 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">5 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">5 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">5 || <span style="font-family: Helv,sans-serif; font-size: 10pt;">5 ||


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Registration/Fees **

**//<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts required. //** <span style="font-family: Helv,sans-serif; font-size: 10pt;">This includes conference registration and/or fees.


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Other Conference Fees **

**//<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts required. //** <span style="font-family: Helv,sans-serif; font-size: 10pt;">This category could include books or tapes purchased for business use only. It could also include other miscellaneous fees that are paid separately at the conference.


 * <span style="font-family: Helv,sans-serif; font-size: 14pt;">Travel Conference Details - Miscellaneous: **


 * //<span style="font-family: Helv,sans-serif; font-size: 10pt;">Receipts and justification required. //**

<span style="font-family: Helv,sans-serif; font-size: 10pt;">This is an open category to cover any items or fees that do not fit into the above categories.