• Travel Advances

• Meals & Eligibility for Meals

• Registration payments

• Travel Reimbursement

• Field Expenses

• Per diem rates and allowances

• Mileage allowance

• Vehicle Rental

• Telephone and Other Communication Services

• Accompanying Dependents

• Extended Travel Status

• International Travel

• US Carrier (Fly America Act)

Travel Advances

Travel advances are available if needed. Request within 2 weeks of the travel. To obtain an advance, complete a travel payment request form, the advance section, detailing the travel dates, destinations, estimated expenses and purpose for travel must be forwarded to Sponsored Funds. Normally the advance will cover 80 percent of lodging and meals and 100 percent of transportation. Under special circumstances, however, advances over the 80 percent limit can be approved. No further travel advances will be issued if a prior advance has not been substantiated. 

Meals

Meals and lodging are allowed when an employee is in official travel status (at a distance greater than 35 miles from the employee's official station or place of residence) including Saturday, Sunday and holidays.

Eligibility for meals

No allowance or reimbursement will be made for lunch. Eligibility for an allowance or reimbursement for breakfast and/or dinner is determined by the time of departure from the traveler's official station or home and the time of return to the traveler's official station or home. Allowance and reimbursement rates are determined by the destination of the travel.

On the day of departure, the traveler is eligible for breakfast if departure occurs before 7:00 a.m.; the traveler is eligible for dinner if departure occurs before 6:00 p.m.

On the day of return, the traveler is eligible for breakfast if return occurs after 8:00 a.m.; the traveler is eligible for dinner if return occurs after 7:00 p.m.

One meal allowance is a combination of a breakfast and a dinner. (A per diem allowance also includes lodging.) Example: An employee traveling overnight who departs before 7:00 a.m. is eligible for breakfast and dinner. These two meals are considered one meal allowance.

Conversely, on an overnight trip a traveler may be eligible for a dinner on the day of departure by leaving before 6:00 p.m. and be eligible for a breakfast the following morning by returning after 8:00 a.m. (or not returning). This is also considered one meal allowance. Since eligibility for meals is defined according to the times of departure and return, a traveler leaving for an overnight trip after 7:00 a.m. but before 6:00 p.m. and returning from the trip after 8:00 a.m. will receive a meal allowance consisting of dinner and breakfast. In this instance, the traveler will receive part of the meal allowance on the day of return even though on that day the traveler is no longer in overnight travel status.

Please check with Sponsored Funds for current per diem allowances or click on http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8203&channelPage=
/ep/channel/gsaOverview.jsp&channelId=-13224

When the traveler is in travel status for less than a full day and incurs no lodging expenses, reimbursement for breakfast and dinner will be made in accordance with the eligibility for meal requirements described above, using the rates as listed below:

Non-Overnight Meal Payment Allowances for all locations are as follows: Breakfast, $5; Dinner, $12.

The Internal Revenue Service (IRS) considers reimbursements paid to a person for meal expenses incurred during one-day, nonovernight travel as taxable income.
Payments to RF employees for nonovernight meal expenses must be included in the employee’s paycheck as gross income and reported on the employee’s Wage and Tax Statement, IRS Form W-2. (Choose the appropriate version [year] of this form from the Forms and Publications page of the IRS Web site.) In addition, taxes must be withheld and fringe benefits must be charged to the account from which the employee is paid. If you are a NYS employee, the campus will not reimburse for meal expenses for non-overnight travel.

Registration payments

We can mail registration forms and payments directly to the conference or meeting facilitator. The project director may want to send the registration form and payment directly to meeting organizers and request reimbursement. The corporate American Express card can be used for all travel expenses including registration.

Travel Reimbursement

The travel payment voucher should be submitted within 2 weeks upon return of travel. We require original hotel receipt, original airline passenger boarding passes, conference brochure or announcement. Meal allowances generally do not require receipts. If a secondary source of funds is used to partially reimburse travel please provide documentation identifying the other funding. The Research Foundation uses lodging and meal allowances that are established by the federal General Services Administration.

The internet site for allowable per diem rates is http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8203&
channelPage= /ep/channel/gsaOverview.jsp&channelId=-13224.

In certain circumstances, the lodging rate charged is higher than the prescribed rate. To request reimbursement for rates that exceed the per diem rate please include an explanation for full reimbursement with the travel expense voucher.

Travel reimbursement for non project personnel

Research scholars, consultants, lecturers, etc. should be informed to save original lodging receipts, original passenger boarding passes and should request tax exemption when traveling. If this documentation is not provided, then these expenses will be considered taxable income and a 1099 Miscellaneous Income statement will be issued. The travel payment voucher is the appropriate form to use to request travel reimbursement.

Field expenses

We recommend when field research is conducted that the project director and staff maintain a log for all the expenses they incur. We recognize there are situations where obtaining receipts is not possible. GSA per diems rates are generally used for lodging and meals. Original receipts for lodging are required however no receipts are required for meals.

Per diem rates and allowances

The Research Foundation follows the Federal GSA rates.

The internet site is:
http://www.gsa.gov/Portal/gsa/ep/channelView.do?pageTypeId=8203&channelPage=%2Fep%2
Fchannel%2FgsaOverview.jsp&channelId=-15943

The non overnite meal allowance is $5.00 for breakfast and $12.00 for dinner.

Mileage allowance

The Research Foundation follows the IRS established rate for reimbursement of mileage when using a personal vehicle. The 2008 IRS mileage rate is .505 effective 1/1/08. The 2007 IRS rates is 0.485. The rate generally changes the beginning of the year and we notify project directors when rates change. 

Vehicle rental

Vehicles should be rented only when in the best interests of the project or the Research Foundation. Some reasons for renting are when it is the least costly alternative; it is the only mode of transportation available; or will eliminate substantial delays. Travelers should rent vehicles in the name of the Research Foundation to ensure that the Research Foundation and the traveler are covered by Research Foundation insurance. The original rental receipt must be attached to travel voucher claiming reimbursement. A justification for vehicle rental must also be attached to travel payment voucher.

Telephone and Other Communication Services

Necessary local and long distance telephone calls for business purposes are reimbursable when appropriately documented on the travel payment request form. Long distance telephone calls must be supported by listing on the form: name of party called, place called, date of call, and reason for call. For local calls, only date of call is required. With respect to telegrams, the name and address of the person to whom the telegram was sent and the date must be noted on the travel payment request form. Charges for necessary faxing of documents are reimbursable. The date, purpose, fax number to which the document was sent, recipient, and number of pages must be noted on the travel payment request form. Receipts, if available, should be attached to the form. Personal Calls: While the traveler is in travel status, the RF will reimburse for personal calls that allow the traveler reasonable contact with his or her immediate family. Each campus will establish its own method of reimbursement, documentation, and description of reasonableness.

Accompanying Dependents

Travel costs for dependents accompanying the traveler are not reimbursable except when allowed by the sponsor. Written evidence documenting sponsor approval must accompany the travel payment form in all cases when such costs are claimed.

Extended Travel Status

When a traveler is on extended travel status and makes arrangements for accommodations at other than a hotel/motel, the Research Foundation will determine whether the per diem should be adjusted to an amount commensurate with the cost incurred. According to IRS regulations, an assignment expected to last less than one year will usually be treated as temporary. The Research Foundation will also determine whether it is in the best interest of the sponsored project or Research Foundation to change the employee's official station to the address of the office to which the individual is assigned for the extended period of stay. The Research Foundation may also authorize an employee to be reimbursed for expenses incurred on weekends and holidays while if in travel status on these days.

International travel

The Research Foundation offers medical, safety and travel services to employees who are traveling abroad on official Research Foundation business* through the Assistance Abroad portal, managed by International SOS.

International SOS is a medical and security assistance company for both emergency and non-emergency situations when you are away from home.

The Assistance Abroad portal is is available 24 hours a day, seven days a week and provides:

Country Specific Information

Security and Medical Alerts
Vaccinations and Diseases
Medical Referrals
Food and Water Safety
Business and Cultural Etiquette
Personal and Driving Safety
Public Holidays
Phone, Electrical, and Financial Data
Demographics
Worldwide Emergency Contact Information

Worldwide SOS Alarm Centers Directory
Worldwide SOS Clinics Directory
Country Medical Referrals
Country Emergency Phone Numbers (Ambulance, Fire, Polic)
Embassy Contact Information
International Phone Codes
Information About Your SOS Membership

Printable Card
Frequently Asked Questions
List of Your Membership Benefits
*Services offered through the Assistance Abroad portal are available only to Research Foundation employees traveling abroad on official Research Foundation business. Services are not provided to employees traveling abroad for personal reasons.

US Carrier

FLY AMERICA ACT

Guidelines for International Travel Paid for by the US Government

In order to help clarify the basic rules and regulations of the Fly America Act, Travel-On has prepared this brochure to assist those people traveling on international trips being paid for by the U.S. Government. Most of this information is taken directly from Section 301-3.6 of the Federal Travel Regulations as amended on February 23, 1990 and effective on March 23, 1990.

USE OF UNITED STATES AIR FLAG CARRIERS

I.   Definitions

1. The Fly America Act. The "Fly America Act" refers to the provisions enacted by section 5 of the International Air Transportation Fair Competitive Practices Act of 1974 (pub. L. 93-624, Jan. 3, 1975), 49 U.S.C. App. 1517, as amended by section 21 of the International Air Transportation Competition Act of 1979 (Pub. L. 96-192, Feb. 15, 1980). 94 Stat. 43.

2. U.S. Flag Air Carrier. The term "U.S. flag air carrier" means an air carrier holding a certificate under section 401 of the Federal Aviation Act of 1958 (49 U.S.C. App. 1371). Foreign air carriers operating under permits are excluded.

3. United States. For purposes of the Fly America Act, "United States" means the 50 states, the District of Columbia, and the territories and possessions of the United States (49 U.S.C. App. 1301(38)).

4. Gateway Airport in the United States. A "gateway airport in the United States" means the last airport in the United States from which the traveler's flight departs, or the first airport in the United States at which the traveler's flight arrives.

5. Gateway Airport Abroad. "A gateway airport abroad" means the airport abroad from which the traveler last embarks enroute to the United States or at which the traveler first debarks incident to travel from the United States.

II. General Requirements of the Fly America Act

The Fly America Act, 49 U.S.C. App. 1517, as implemented in the Comptroller General's guidelines, Decision B-138942, March 31, 1981, requires Federal employees and their dependents, consultants, contractors, grantees, and others performing United States Government financed foreign air travel to travel by U.S. flag air carriers:

1. Unless travel by foreign air carrier is a matter of necessity as defined in paragraph (b)(3) of this section, or

2. When U.S. flag air carrier service is available within the guidelines in paragraphs (b)(4)(5) of this section.

III. Necessity for Use of Foreign Air Carrier Service

Use of foreign air carrier service may be deemed necessary if a U.S. flag air carrier otherwise available cannot provide the air transportation needed, or use of U.S. flag air carrier service will not accomplish the agency's mission.

IV. Availability of U.S. Flag Carrier Services

1. General. U.S. flag air carrier service is available even though:

• Comparable or a different kind of service can be provided at less cost by a foreign air carrier;

• Foreign air carrier service is preferred by or is more convenient for the agency or traveler; or,

• Service by a foreign air carrier can be paid for in excess foreign currency, unless U.S. flag air carriers decline to accept excess foreign currencies for transportation payable only out of these monies. (See also paragraph (b)(5)(iv) of this section.)

2. Scheduling Principals. In determining availability of U.S. flag air carrier service, the following scheduling principals should be followed unless their application results in the last or first leg of travel to and from the United States being performed by foreign air carrier:

• U.S. flag air carrier service available at point of origin should be used to destination or, in the absence of direct or through service, to the furthest interchange point on a usually traveled route;

• Where an origin or interchange point is not served by U.S. flag air carrier, foreign air carrier service should be used only to the nearest interchange point on a usually traveled route to connect with U.S. flag carrier service; or,

• Where a U.S. flag air carrier involuntarily re-routes the traveler via a foreign air carrier, the foreign air carrier may be used notwithstanding the availability of alternative U.S. flag air carrier service.

V. Guidelines for Determining Unavailability of U.S. Flag Air Carrier Service

1. Travel to and from the United States: Passenger service by a U.S. flag air carrier will not be considered available when the travel is between a gateway airport in the United States and a gateway airport abroad and the gateway airport abroad is:

• The traveler's origin or destination airport, and the use of U.S. flag air carrier service would extend the time in a travel status, including delay at origin and accelerated arrival at destination, by at least 24 hours more than travel by foreign air carrier.

2. Travel Between Two Points Outside the United States: For travel between two points outside the United States, U.S. flag air carrier service will not be considered to be reasonably available:

• If travel by foreign air carrier would eliminate two or more aircraft changes enroute;

• Where one of the two points abroad is the gateway airport en route to or from the United States, if the use of the U.S. flag air carrier would extend the time in travel status by at least 6 hours more than travel by a foreign air carrier, including accelerated arrival at the overseas destination or delayed departure from the overseas origin, as well as the gateway airport or other interchange point abroad; or,

• Where the travel is not part of a trip to or from the United States, if the use of a U.S. flag air carrier would extend the time in travel status by at least 6 hours more than traveled by foreign air carrier including delay at origin, delay en route and accelerated arrival at destination.

3. Short Distance Travel: For all short distance travel, regardless of origin and destination, U.S. flag air carrier service will not be considered available when the elapsed travel time on a scheduled flight from origin to destination airport by foreign air carrier is 3 hours or less and service by U.S. flag air carrier would involve twice the travel time.

4. Travel Finances Solely with Excess Foreign Currencies: U.S. flag air carriers render themselves unavailable by declining to accept payment in foreign currencies for transportation services required by certain programs or activities of the Government which, under legislative authority, are financed solely with excess foreign currencies which may not be converted to U.S. dollars. In these instances, and notwithstanding the provisions of paragraph (b)(4)(I)(C) of this section, foreign flag air carriers that will accept the required foreign currency may be used to the extent necessary to accomplish the mission of the particular program or activity. The statement of justification required under paragraph (c)(3) of this section must indicate that the transportation service needed can be paid for only in excess foreign currencies and that otherwise available U.S. flag air carriers declined to accept payment in the foreign currencies.

USE OF FOREIGN FLAG AIR CARRIERS

I. Authorization or Approval: Expenditures for commercial foreign air transportation on foreign air carrier(s) will be disallowed unless there is attached to the appropriate voucher a certificate or memorandum adequately explaining why service by U.S. flag air carrier(s) is not available, or why it was necessary to use a foreign air carrier. Use of foreign flag air carriers may be authorized or approved only when U.S. flag air carrier service is not available as determined under the guidelines in paragraph (b) of this section, or when foreign air carriers are used under the reciprocal terms of an appropriate bilateral or multilateral agreement as described in paragraph (c)(2) of this section.

II. Air Transport Agreements: Nothing in the guidelines in paragraph(b) of this section shall preclude and no penalty shall attend the use of a foreign air carrier which provides transportation under an air transport agreement between the United States and a foreign government, the terms of which are consistent with the international aviation goals set forth at 49 U.S.C. App. 1502(b) and provide reciprocal rights and benefits.

III. Justification Statement: A statement executed by the traveler or agency justifying the use of a foreign flag air carrier for any part of foreign travel must be entered on or attached to the travel voucher, transportation request, or any other payment document. Each request for a change in route or schedule which involves the use of a foreign flag air carrier must be accompanied by a statement justifying such use. The following is a guide for preparing the justification statement:

IV. Employee Liability for Disallowed Expenditures: Where the travel is by indirect route or the traveler otherwise fails to use available U.S. flag air carrier service, the amount to be disallowed against the traveler is based on the loss of revenues suffered by U.S. flag air carriers as determined under the following formula set forth and more fully explained in 56 Comp. Gen. 209 (1977):

Sum of certificated carrier segment mileage authorized (¸) Sum of all segment mileage authorized (x) Fare payable by Gov't Minus (-) Sum or certificated carrier segment mileage, traveled (¸) Sum of all segment mileage, traveled (x) Through fare paid

CODE SHARING

On September 25, 1991 the Comptroller General released a decision regarding the Code Sharing of flights by U.S. and foreign flag carriers utilizing the equipment of the foreign flag carrier. This is announced in Comp. Gen. File B-240956. The decision is as follows:

The question in this case, presented by the Department of State, is whether a U.S. flag air carrier's arrangement to provide passenger service in international air transportation on the aircraft of a foreign air carrier under a "code-share" arrangement with the foreign air carrier would meet the requirements of the Fly America Act, 49 U.S.C. App. 1517 (1988). Since it appears that such service generally would be considered to be service by a U.S. air carrier in international air transportation rather than by a foreign air carrier, that service should also be considered transportation provided by a U.S. air carrier for purposes of the Fly America Act.