Policy Statement

The purpose of the SU Corporate Travel Policy is to set forth uniform procedures for University Employees while traveling domestic or abroad on University business.  This policy excludes travel under the division of Student Affairs Travel Policy (9/2004), Athletic Team travel and the University’s SU Abroad Travel.  Travel policies exist for athletic team travel, student affairs group travel, and SU Abroad travel.  For the purpose of this document, the Chancellor’s Cabinet includes the Chancellor, Vice Chancellor and Provost, Executive Vice President and Chief Financial Officer, Senior Vice President for Institutional Advancement, Senior Vice President for Human Services & Government Relations,  Senior Vice President and Dean of Student Affairs, Senior Vice President and General Counsel, Director of Athletics, Vice President for Information Technology and Services, Vice President of Public Affairs, Vice President for Research and Dean of the Graduate School, Dean of the Library, Associate Chancellor, and Assistant Chancellors.

Travel Protocol

The Chancellor shall travel with no more than two members of his/her Cabinet in the same aircraft, rail car, personal vehicle, taxi, or other modes of transportation. The Vice Chancellor and Provost, and the Executive Vice President and Chief Financial Officer shall never both travel with the Chancellor at the same time. The Vice Chancellor and Provost, and the Executive Vice President and Chief Financial Officer shall never travel together. In addition, no more than three members of the Chancellor's Cabinet shall travel together. in the same aircraft, rail car, personal vehicle, taxi, or other modes of transportation.

No more than three direct reports of the Vice Chancellor and Provost, or each Senior Vice President, or Executive Vice President and Chief Financial Officer shall travel together in the same aircraft, rail car, personal vehicle, taxi, or other modes of transportation.

For Faculty and Staff, when practical, the University recommends traveling alone when separate modes of transportation are available. If separate modes of transportation are not available, the University recommends limiting the number of individuals traveling together.

Notification of Travel

An individual traveling on University business shall provide information regarding his/her travel itinerary (flights, hotel, and if used for booking, the travel agency’s telephone number) as well as personal emergency contact information, to his/her supervisor (or his/her designee) prior to his/her departure. The employee promptly shall notify his/her supervisor (or his/her designee) if and when his/her travel plans change.

If an employee cannot return to campus because of a work related injury sustained while traveling on University business, the employee must inform his/her supervisor and the supervisor shall contact the Risk Management Department (315-443-5334). Risk Management will coordinate medical management for applicable treatment and discharge planning in accordance with the New York State Workers’ Compensation Laws.

International Travel

Prior to departure for international travel, it is recommended that employees:

1.) refer to the U.S. Department of State Current Travel Warnings and Public Announcements at:  http://travel.state.gov/travel.  For countries declared by the State Department as not suited for travel, travel on University business to those countries is prohibited unless the employee receives approval from his/her respective Cabinet Officer.

2.) refer to the international travel global assistance services provided by International SOS for pre-trip travel information and if necessary during the trip, emergency medical and security assistance at www.internationalsos.com.  To access International SOS online, please contact the Risk Management Department at 315-443-5334 for the group membership access code.

Policy Administration (who administers the policy)

Risk Management Department

Links to Procedures and Related Information

http://riskmanagement.syr.edu

http://travel.state.gov/travel

http://internationalsos.com.html