Travel at Delhi
It is the responsibility of the traveler, the traveler’s supervisor, and account administrators to know the State and college travel rules, regulations, policies, and procedures. Please review all of the information in our Travel Policies & Guidelines before travel. If you have any questions, contact the Purchasing and Accounts Payable Office at extension 4500.
Please send notice via email to travel@delhi.edu if there are any changes to your travel plans after submitting a Travel Request.
Campus Travel & Fleet (Motor Pool) Updates
Effective August 10, 2026
Dear Colleagues,
We are writing to inform you of several updates & reinforcement to the College's travel
and fleet vehicle programs.
Travel Requests
- ALL travel that intends to use state funds for payment or reimbursement MUST have an approved Spending Justification request approved prior to submitting a Travel Request.
- Employees planning to travel on behalf of the College must obtain prior approval through the Travel Request process before any travel occurs. This requirement applies to meetings, conferences, classroom-related travel, recruiting activities, athletic team travel, and any travel paid for with State funds.
- Approved Travel Requests establish official State travel status. Failure to obtain approval prior to travel may result in loss of liability coverage and personal responsibility for travel-related expenses.
- All travelers must obtain a State-issued Travel Card prior to approved College travel.
- The Travel Card should be used for authorized travel expenses, including vehicle rentals, fuel, and lodging. Employees who choose not to obtain a Travel Card may be required to pay travel expenses out of pocket and seek reimbursement through the Travel Voucher process upon completion of travel.
- Contact travel@delhi.edu to obtain instructions on how to apply for a travel card.
- Student club travel- More info coming soon
Fleet Vehicle Changes
- Effective August 10, 2026, trips exceeding 35 miles round-trip will no longer utilize campus fleet vehicles. Instead, travelers should reserve a rental vehicle through the State contract providers, Enterprise or Hertz, using SUNY-approved contract pricing.
Rental Vehicle Resources
- Enterprise Reservation Link
- Corporate Account ID: P86776
- Hertz Reservation Link
- Select School-NY State Colleges/Universities, then select “SUNY Delhi”
**Employees with existing fleet reservations for trips exceeding 35 miles round trip should review their travel plans and make alternative arrangements. **
Additional Travel Program Updates
- Food Allergy Accommodations: Employees attending a conference with food provided at the conference may be eligible for per diem reimbursement while traveling. Approval of Food Allergy from Human Resources must be obtained prior to travel.
- Lodging Above Per Diem: Travelers requesting lodging above the approved per diem rate MUST provide three comparable hotel quotes and obtain prior approval through their Travel Request ticket.
- Travel Voucher Submission (Post Trip): All travel vouchers and supporting documentation must be submitted through the Travel Request ticket within 10 business days after travel to ensure compliance with SUNY payment processing requirements.
- Travel Card and NET Card Reconciliation: Cardholders are now responsible for monthly reconciliation of any charges made on their assigned cards. Statements, receipts, and supporting documentation must be submitted to the Purchasing/Travel Office whenever card activity occurs.
Compliance and Training
To ensure compliance with travel policies and procedures, a progressive enforcement process may include reminders, retraining, temporary card suspension, or loss of travel privileges when necessary.
Additional training opportunities, updated travel resources, and enhancements to the Travel webpage and TDX processes will be communicated in the coming weeks.
For questions regarding travel procedures, vehicle rentals, or travel best practices, please contact the Travel Office at travel@delhi.edu or 607-746-4500.
Thank you for your cooperation and support as we implement these updates.
Best regards,
Erica McKee
Purchasing & Contracts Manager
Personal Car Mileage Reimbursement Rates
When using your own car for State business, you will be reimbursed mileage only if you have applied for a state vehicle and your request was denied, requiring you to use your personal vehicle. In this case, the reimbursement rate is $0.21 per mile. If a state vehicle is available and you choose to drive your personal vehicle instead, no mileage reimbursement will be provided. The mileage rate includes all charges for gas, oil, maintenance, repairs, and insurance on your car. No other charges will be reimbursed. A Vehicle Use Denial, Statement of Automobile Travel, and Car Rental Calculator worksheet (for trips exceeding 100 miles) must be attached to your Travel Voucher AC132-S for mileage reimbursement to be considered. The following mileage rates are in effect:
July 1 - December 31, 2026
- The reimbursement rate is $0.76 per mile.
The mileage rate includes all charges for gas, oil, maintenance, repairs, and insurance on your car. No other charges will be reimbursed. A Statement of Automobile Travel, and Car Rental Calculator worksheet (for trips exceeding 35 miles) must be attached to your Travel Voucher AC132-S for mileage reimbursement to be considered.
Breakdown for Per Diem Meal Allowances*
Lodging rates and meal per diems are established by the federal government and are updated October 1 of each year; meal per diems are calculated as dinner the night you sleep and breakfast the next morning. Travelers should not use the 'First & Last Day of Travel' rates when calculating meal per diems, and should instead only use the number under 'M&IE Total' found on the GSA website.
- You are entitled to an extra breakfast if your departure time is before 7 a.m. and an extra dinner if your return time is after 7 p.m.
- Meals provided or paid for by another source related to the event will not be reimbursed.
| Daily Meal Allowances | 20% for Breakfast | 80% for Dinner |
|---|---|---|
| $92 Meal Allowance | $18.00 | $74.00 |
| $86 Meal Allowance | $17.00 | $69.00 |
| $80 Meal Allowance | $16.00 | $64.00 |
| $74 Meal Allowance | $15.00 | $59.00 |
| $68 Meal Allowance | $14.00 | $54.00 |
*Incidental expenses such as tips to bellmen, hotel maids, porters, wait staff, etc., are included in the allowances.
General Pre-Trip Reminders
Always Keep Your Receipts
- When you return from travel, we will need your lodging receipt(s) for proof that you paid for lodging on the trip and to calculate the per diem for your meals (without needing meal receipts).
- We require original itemized receipts for any and all charges made on your State-Issued NET/Travel Card (this includes meals) or State Vehicle Gas Card.
Conference Agendas
- An event program/agenda/invitation or schedule of events must be provided for any conferences or events you attend.
- Not just the cover, we need an actual agenda. (Try not to kill any more trees than necessary.)
- This is used to verify that no meals or lodging were included in the registration fees and therefore shouldn’t be directly reimbursed to the traveler.
Sharing a Room
- If you share a room, each traveler must pay their own portion and provide their own hotel receipt to receive the meal per diem.
- Without a lodging receipt or justification that lodging was provided, you will be reimbursed using the un-receipted lodging (method 1) rates.
New York State Lodging Tax
- For travel within New York State, a NYS Hotel Tax Exempt Certificate (ST-129) must be used.
- For travel outside of New York State, state and local taxes are not included in the maximum lodging amount and will be reimbursed in addition to the per diem amount.