[CHPFacultyStaff] Updates to travel guidelines

[Mary Dimura]

Before traveling, please review the travel policy, here: https://www.upstate.edu/travel/policy.php .

Guidelines for booking lodging that is over the allowed General Services Administration (GSA) per diem rate have been updated and can be found here: https://www.upstate.edu/travel/perdiem.php . Pre-approval is needed for lodging over the GSA per diem rate and the Lodging-Over-The-Max form needs to be completed in its entirety.

New: Due Diligence in Hotel Selection for state and Research Foundation travelers. Travelers must demonstrate cost-conscious decision making by doing the following:

  *   Comparing three similar hotels (amenities, class, proximity)
  *   Selecting the most economical total option while factoring in room rate and estimated daily transport costs to and from the conference venue (use Ride Guru<https://urldefense.com/v3/__https://ride.guru/__;!!GobTDDpD7A!JPQUFblYVvQQodIqGuHo8ZbAcM7Ipl-eM_DOl90TGul3FBk8vZeSOI_7NaFa6F3dLQEiD5k9rmQiREnBm-e3AHCw3fWbYeT8iQ$ >)
  *   Contact hotel directly to ask if they honor per diem rates (often not listed online)
  *   This new requirement will be included to be uploaded in the Travel Authorization request online for State and in the Infoready pre-approval for RF

Choosing a more expensive option without justification (Over The Lodging form) will not be reimbursed.

Exceeding Per Diem Rates-If the GSA per diem rate is not available, all travelers must:

  *   Obtain pre-approval at least four weeks prior to travel.
  *   Submit a completed Over the Max form, including: Justification/Over the Lodging Form for exceeding the rate (conference hotel is not valid), quotes from the three compared hotels, and a supervisor's signature on Over the Lodging Form.



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