Travel Policy

(Revised effective January 1, 2002)

The Research Foundation for Mental Hygiene, Inc. reimburses most, but not necessarily all, the costs of official travel on Research Foundation business. The Foundation will reimburse ordinary and necessary travel expenses up to the upper limits listed below when the traveler provides adequate supporting documentation and explanations. While the intent of the travel policy is to reimburse all the traveler's expenses in most cases, it is recognized that from time to time travelers will incur unusual expenses which cannot be reimbursed either because of sponsor policy or Foundation limits. If these excess expenses are business expenses, the traveler is advised to seek counsel from his tax advisor on how these unreimbursed expenses may be claimed as an itemized tax deduction.

The following reimbursements apply to all State or Research Foundation employees for travel expenses incurred while engaged in Foundation activities. These reimbursements apply to all travel regardless of the source of funds or account to be charged. This policy supersedes all previous Foundation travel policies.

Expense reimbursement is only given for actual and allowable expenses incurred by the traveler. If the traveler's actual expenses are less than the maximum allowed, only the lesser figure will be reimbursed.

Please click on a category below, or scroll down the page, for further information:

Lodging and Meals

Reimbursement for actual lodging expense as follows: (1) up to $153.00 (excluding tax) in Washington, DC and contiguous areas, (2) up to $198.00 in the Boroughs of New York City and the Counties of Nassau, Suffolk, Rockland and Westchester, (3) up to $100.00 (excluding tax outside NYS) for all other locations, or (4) up to the maximum allowable Per Diem Rates issued by the U.S. General Services Administration if they exceed the amounts in items (1), (2), and (3). (Conventions, conferences, meetings of associations or organizations and foreign travel have special travel reimbursement rules. See the Convention section below.) Reimbursement for actual breakfast expense up to $8.00 and actual dinner expense up to $30.00, or up to the maximum allowable Per Diem rates issued by the U. S. General Services Administration. Receipts supporting lodging expenses, but not meals, must be submitted with travel voucher.

Travel on official Foundation business is exempt from New York State and New York City taxes on occupancy of hotel rooms. Exemption certificates are available from the Foundation business office. Reimbursement is allowed only for room occupancy taxes paid outside New York State.

State travel requests or State lodging requests may not be used when travel reimbursement is requested on a Foundation travel voucher. When state travel requests or lodging requests are used, all travel expenses must be submitted on State vouchers as State expenses.

Meal Reimbursement

Reimbursement for meals will be allowed if the time of departure or return, without regard for time taken for meals, is as follows:

Meals are reimbursable only when in travel status. Travel status, for this purpose, is defined as being more than thirty-five miles from the employee's official assigned work location. Lunch is NOT a reimbursable meal.

Conventions, Conferences, and Meetings of Associations or Organizations

At meetings and conventions, the lowest established convention single room rate will be allowed. When convention involves multiple hotels, the above applies, except reimbursement will be allowed up to the median of the lowest published rates for hotels at which meeting are held. The traveler must submit a completed copy of lodging reservation form. If assigned to a more expensive room, the Foundation will reimburse for full amount as long as lodging reservation form indicates traveler requested lower rate. Where the room is occupied by two or more travelers, and each are requesting reimbursement, the reimbursement for each traveler will be allowed at pro rata share of lowest multiple room rate in manner described above.

Meeting and convention meals included as part of the program will be reimbursed at the amount charged for those meals. The traveler may not be separately reimbursed for any meal included in registration fee.

Meals not provided will be allowed at $8.00 for breakfast and $30.00 for dinner.

The day of departure to and the day of return from meetings and conventions are to be established in relation to activities published on the program and normal transportation arrangements and airline schedules.

Copies of lodging reservation form, conference registration, program, meeting announcements and original lodging receipts must be attached to the travel expense voucher unless previously submitted in connection with a request for a travel advance.

A Foundation or State employee attending a convention or meeting, who would not be considered in a travel status solely because the convention or meeting site is within thirty-five miles of his official work location, may be reimbursed for meal allowances as if he were in a travel status. Lodging costs may also be reimbursed if justification is attached, and if meeting and convention activities required attendance, and late hours of the function made return home impractical.

Foreign Travel

Foreign Travel, excluding Canada, usually requires advance written approval from the sponsor of the funding project, grant or contract. Always check with your institute business office before making arrangements for foreign travel, so that the business officer may advise you of the specific restrictions on your project.

Foreign travel on federally sponsored accounts is subject to the published federal per diem for the foreign area in which the travel takes place. Your local business office or the Foundation Controller's office has publications which list these rates.

Documentation must be on file to indicate that the traveler obtained the required clearances for foreign travel before leaving.

Transportation

Air, Rail, and Bus:

Personal Cars:

Rental Cars:

Local Transportation :

Telephone and Telegraph

Reimbursement for long distance business telephone and telegraph charges incurred in connection with Foundation business while in travel status is allowed. Documentation must include the date, place and the name of the party called, the nature of the call or telegram and the amount charged. If not charged on the hotel bill, copy of other billing must be attached. Documentation is not required for local calls.

Tips and Miscellaneous Charges

Tips and other miscellaneous charges will not be reimbursed except for tips included in taxi and limousine charges.

Travel Expense Vouchers

Claims for reimbursement of travel expenses must be made on the Research Foundation for Mental Hygiene travel expense voucher completed in accord with the instructions for its use.

Receipts for lodging, transportation, tolls, parking, taxis, and other charges for which receipts are required must be attached.

The purpose of the trip must be stated in sufficient detail to establish that the traveler expense incurred is proper expenditure of the account to be charged. Sponsor policy and the budget of each grant, contract or account to be charged determine if a travel expenditure may be reimbursed. NB: Sponsor policies for a specific project may be more restrictive than the Foundation travel policy.

Exceptions

Requested exceptions to the Foundation travel policy must be in writing. These are reviewed by the Foundation Central Office. Exceptions are only approved in highly unusual situations outside the traveler's control.

For further information contact Sheila Coffey (scoffey@rf.cpmc.columbia.edu).

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