Travel: extended trips and family travel

Policies regarding accompanying persons

The RF does not preclude family members and others from accompanying travelers on business travel. However the expenses of accompanying persons may not be not paid by the RF, except as specifically provided below:

• Dependents - reimbursement or payment of travel expenses for dependents accompanying the traveler is not permitted 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.
• Spouse and companions - reimbursement or payment of travel expenses for spouses or companions accompanying the traveler is not permitted except in instances where the presence of the spouse or companion is a substantiated bona fide business purpose that will benefit the RF or SUNY, and the travel reimbursement is approved by an operations manager (OM) or designee or Officer or designee.

Personal travel combined with business travel
Reimbursement or payment is not permitted for expenses for personal travel combined with business travel or personal expenses incurred while in business travel status. Costs attributable to personal expenses, such as extended hotel stays or auto rentals, transportation or meal costs, or other personal incidentals that are not qualified for reimbursement under the RF policy for business travel, must not be submitted for reimbursement or, if included with business expenses, must be clearly identified and deducted from the request for reimbursement.

Extended travel status
When a traveler is on an indefinite or long-term assignment (rather than traveling on a temporary assignment) and makes arrangements for accommodations at other than a hotel/motel, the OM or designee or Officer or designee must determine whether the per diem should be adjusted to an amount commensurate with the costs actually incurred.

During an indefinite or long-term assignment reimbursement is permitted for expenses incurred when the employee travels to return home on weekends or holidays, if approved by the OM or designee or Officer or designee, provided, however, such reimbursement is limited to the amount the employee would have received had he or she remained in the field.

Revised 04/27/2015