NYS Travel Information
NYCRRTitle 2
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| Sec. | |
| 8.0 | General |
| 8.1 | Expenses |
| 8.2 | Official station defined; limitations on traveling expenses imposed thereby |
| 8.3 | Transportation by common carrier |
| 8.4 | Transportation by personally owned vehicle or airplane |
| 8.5 | Transportation by State-owned vehicle |
| 8.6 | Transportation by rental vehicle |
| 8.7 | Meals and lodging |
| 8.8 | Telephone charges |
| 8.9 | Miscellaneous charges |
| 8.10 | Presentation of claims for travel expenses |
| 8.11 | Transmission of travel vouchers |
| 8.12 | Standard forms prescribed |
| 8.13 | Advance for travel expenses |
| 8.14 | Reimbursement of travel expenses of persons attending interviews for employment |
Historical Note
Part (§§8.1‑8.14) repealed, new (§§8.0‑8.14) filed: March 5, 1962; Oct. 4, 1962; Part (§§8.0‑8.14) readopted, filed Aug. 9, 1965; repealed, new (§§8.0‑8.17) filed April 21, 1971; repealed, new (§§8.0‑8.14) filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.0 General.
(a) Of necessity these rules and regulations are general in nature because of many varying conditions existing in different State agencies. To carry out the mission of using travel expense funds economically, agencies are responsible for:
(1) authorizing travel only when necessary;
(2) maintaining proper control to see that travelers are not in a travel status any longer than assignments require;
(3) selecting the method of travel whether air, train, bus, State or personally owned or rental vehicles;
(4) designating the official station of each employee in the best interests of the State;
(5) authorizing attendance at conferences, seminars, and similar events.
(b) The Comptroller, in consultation with the Director of Employee Relations, may periodically issue guidelines to define in greater detail the requirements governing travel expenses.
Historical Note
Sec. filed March 5, 1962; repealed, new filed Oct. 4, 1962; readopted, filed Aug. 9, 1965; amd. filed Dec. 9, 1966; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.1 Expenses.
(a) Reimbursable expenses. Agencies are responsible to ensure that only actual, necessary and reasonable expenses are reimbursed for official travel. A specific statement of the official business for which expenses were incurred is required under section 109 of the State Finance Law. Travel expenses of a State employee incurred when traveling from his or her home or official station to report for promotional examinations or related interviews may be reimbursed. (See also section 8.13 of this Part.)
(b) Nonreimbursable expenses. Travel shall be by the most direct route. Any person traveling by an indirect route shall assume any extra expense incurred. Appropriate consideration will be given for airline travel through hub airports. Expenditures for laundry, valet service, entertainment, and other personal charges will not be reimbursed.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.2 Official station defined; limitations on traveling expenses imposed thereby.
(a) Official station. (1) The official station of every employee shall be designated by the head of the agency. Such designation shall be in the best interests of the State and not for the convenience of an employee or to maximize travel expense reimbursement. Every designation of the official station of an employee shall be subject to review by the Comptroller. If any designation of an official station is found to be inconsistent with the provisions of this Part, a request for travel expense reimbursement based upon such an inconsistent designation may be disapproved by the Comptroller.
(2) No transportation costs will be allowed between any employee's place of residence and his or her official station. The place of residence is considered to be the city or town in which the employee primarily resides. Agency management retains discretion in allowing transportation costs to locations within the proximity of the official station.
(b) Subsistence charges. The expense of meals or lodging within the immediate vicinity of the official station will not normally be reimbursed unless it is in the best interest of the State as determined by the head of the agency's finance office and subject to audit by the Comptroller.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amds. filed: Oct. 14, 1965; Dec. 9, 1966; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.3 Transportation by common carrier.
(a) General. Travel should be by the most economical method. Coach and excursion fares should be used whenever possible. The passenger's coupon or receipt shall accompany the traveler's expense voucher. Customary and reasonable tips for porters or sky caps are allowed.
(b) Travel by air. (1) Air travel should be used only in those instances where it is clearly in the State's interest to do so.
(c) Taxicab charges. Appropriate taxicab charges will be allowed. Reasonable customary tipping will be allowed.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amd. filed Dec. 9, 1966; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.4 Transportation by personally owned vehicle or airplane.
(a) Transportation by personally owned vehicles. (1) Limitations on use. It is the responsibility of agencies to prevent incurring additional expense through the use of personally owned vehicles when common carrier service can be used without undue delay in conducting official business.
(2) Rates. (i) The rate for authorized use of a personally owned vehicle will be allowed according to the applicable current employee collective bargaining agreement or as promulgated by the Comptroller. If a collective bargaining agreement applies, the traveler shall be entitled to expense reimbursement either at the mileage rate set forth in the collective bargaining agreement or, if the traveler is not represented by an employee organization, at the mileage rate established under regulations of the Internal Revenue Service for the deduction of business expenses.
(ii) In a case where a common carrier could have been used but the traveler chose, for his own or her own convenience, to use a personally owned vehicle, travel expense reimbursement will be limited to an amount equal to the common carrier coach fare for the same route except when common carrier service would have caused the traveler to leave or arrive home at an unreasonable hour.
(3) Charges. (i) Parking charges - meter, day and overnight charges. When a traveler is in an official travel status, necessary parking charges will be allowed.
(ii) Charges for gasoline, accessories, repairs, depreciation, anti‑freeze, towage and other similar expenditures will not be allowed for personal vehicles.
(4) Additional subsistence expense incurred as a result of using a personally owned vehicle when such use is not in the best interest of the State shall be disallowed.
(b) Tolls. (1) In addition to the mileage rate payable in accordance with subdivision (a) of this section, reimbursement for tolls paid while traveling by personally owned automobile or motorcycle will be allowed.
(c) Travel by personally owned motorcycle will be approved at either the rate agreed to in the employee collective bargaining agreements or the rate established under Internal Revenue Service regulations covering deductible business expenses, whichever is higher.
(d) Travel by privately owned airplane. It is the responsibility of agencies to prevent incurring additional expense through the use of personally owned airplanes when common carrier service can be used without undue delay in conducting official business. In cases where travel by air is justified, the expenses of authorized use of a privately owned airplane on State business will be reimbursed at the same mileage rate is in effect under Internal Revenue Service regulations covering deductible business expenses; except that if commercial air transportation is available between points of travel and no official passengers are carried on a traveler's personally owned airplane, travel expense reimbursement shall be limited to either the published coach fare for commercial air travel or the mileage rate established under Internal Revenue Service regulations, whichever is less. If a traveler is authorized by the agency head to use his or her privately owned plane on State business, his or her liability insurance policy must be currently in force, provide coverage of at least $1,000,000 and include the State of New York as a named insured. The insurer must be licensed by the State Insurance Department to conduct business in New York State. All claims for expense reimbursement based on the use of a personally owned airplane shall be subject to review by the Comptroller, and reimbursement may be disapproved if determined to be against the best interests of the State.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amds. filed: Oct. 14, 1965; Dec. 9, 1966; repealed, new filed April 21, 1971; amd. Filed Dec. 21, 1977; repealed, new filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.5 Transportation by State‑owned vehicle.
If a traveler uses a State‑owned vehicle, it should be indicated on the voucher. Garage and parking charges, and tolls will be reimbursed. Auto emergency supply items will be reimbursed only if documented by appropriate receipt attached to the travel voucher.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; amd. Filed Sept. 24, 1964; readopted, filed Aug. 9, 1965; amd. Filed Oct. 14, 1965; repealed, new filed April 21, 1971; amd. Filed Dec. 21, 1977; repealed, new filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.6 Transportation by rental vehicle.
Where reimbursement is sought for the expense of using a rental vehicle, the appropriate receipt must be submitted with the travel voucher. Reimbursement will be allowed for a period not to exceed 10 days for rental vehicles used within the State of New York, unless there are monies specifically appropriated or the vehicle is rented pursuant to an OGS lease contract. There is no time limitation on rental vehicles used for out‑of‑State travel. (See State Finance Law, section 43.)
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amd. Filed June 28, 1968; repealed, new filed April 21, 1971; amds. Filed: Dec. 19, 1973; Dec. 21, 1977; repealed, new filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.7 Meals and lodging.
(a) General limitations. Meals and lodging within the immediate vicinity of a traveler's official station or place of residence are not normally allowed. (See section 8.2 of this Part.)
(b) Time limits on meal allowances. (1) Breakfast expenses will be reimbursed for the day the trip begins if an employee has to leave at least one hour before his or her normal work starting time.
(2) Dinner expenses will be reimbursed for the day the trip ends if an employee returns at least two hours later than his or her normal work ending time.
(3) Meals in other circumstances will be allowed at the discretion of the head of the agency's finance office.
(c) Allowance to employees on Saturdays, Sundays and holidays. Employees will be allowed their expenses for meals and lodgings on Saturdays, Sundays and holidays while engaged in work in the field. When authorized by his or her agency, an employee will be reimbursed for expenses incurred while returning home over the weekend or on holidays.
(d) Per diem rates. (1) The daily rates for hotel or motel lodging, meals, and incidental expenses for travel assignments will be allowed in accordance with the current employee collective bargaining agreements or, for travelers not represented by an employee organization, by guidelines promulgated by the Comptroller in consultation with the Director of Employee Relations.
(2) When an employee is in travel status for less than a full day and incurs no lodging charges, individual meal charges will be allowed according to rates of the current employee collective bargaining agreements or, for travelers not represented by an employee organization, by guidelines promulgated by the Comptroller in consultation with the Director of Employee Relations.
(3) Employees will receive an additional travel expense reimbursement for each weekend they are in overnight travel status in accordance with the applicable collective bargaining agreement or, for travelers not represented by an employee organization, by guidelines promulgated by the Comptroller in consultation with the Director of Employee Relations.
(e) Original receipts for hotel, apartment, rooming house, specifying date of occupancy and rate paid are required.
(f) Daily allowances may be granted to members of boards of visitors, boards of trustees, regents, members of visiting committees, and such other part‑time nonsalaried persons engaged in State service to provide for their travel‑related expenses.
(g) Tax on occupancy of hotel rooms. Lodging accommodations for State travelers on official State business are exempt from room occupancy taxes in the State of New York. Travelers should use a State corporate credit card or an exemption certificate in the form prescribed by the Comptroller or the Commissioner of Taxation and Finance to claim exemption.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
Claims for reimbursement for long distance telephone calls for official business will be reimbursed.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; repealed, new filed: April 21, 1971; Dec. 19, 1973; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.9 Miscellaneous charges.
(a) Charges for transfer of baggage. Charges for transfer of baggage will be reimbursed.
(b) Assistance charge. Whenever employees are traveling with patients, necessary expenses for assistance will be allowed.
(c) Expenses for conferences, seminars and other training activities. A travel voucher for expenses incurred when attending a conference or meeting of an association or organization, a seminar, or a similar event shall be accompanied by a copy of the official program for the event. Original receipts and sufficient information to justify both the travel and other expenditures are required. For State‑related conferences, seminars or other training activities, the head of the agency's finance office is authorized to approve reasonable rates that exceed the maximum allowable per diem rates set forth in the Comptroller's guidelines.
(d) Other charges. The expense of acquiring necessary supplies or other necessary and reasonable charges incidental to travel may be approved by the agency.
Historical Note
Sec. amd. Filed March 28, 1961; repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amds. Filed: Sept. 27, 1965; Oct. 14, 1965; Dec. 9, 1966; Oct. 3, 1967; Feb. 1, 1968; Dec. 6, 1968; repealed, new filed April 21, 1971; amds. Filed: Nov. 18, 1971; Dec. 19, 1973; Dec. 21, 1977; repealed, new filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.10 Presentation of claims for travel expenses.
A travel expense voucher in the form prescribed by the Comptroller shall be used for all claims for travel expense, and each voucher shall contain the information required by this section. The voucher shall show purpose of travel, dates and items of expenditure, points between which travel occurred, and times of departure and arrival. If travel is by common carrier, the name of the common carrier shall be shown; if by auto, the statement of automobile travel shall be attached. The Comptroller may waive the submission of any information required by this section or may require the submission of other information reasonably required to determine any claim for travel expense reimbursement.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.11 Transmission of travel vouchers.
All travel vouchers shall be timely submitted through the administrative finance office of the employer's department at the end of the trip. Travel vouchers shall be signed by the claimant, his or her supervisor and the official authorized to approve the account. Approval shall be by authorized official other than the claimant. In his or her discretion, the Comptroller may promulgate procedures for electronic transmission of travel vouchers.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; repealed, new filed April 21, 1971; amd. Filed Dec. 21, 1977; repealed, new filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.12 Standard forms prescribed.
All forms to be used in connection with travel expense claims, whether paper or electronic, shall be prescribed by the Comptroller.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amd. Filed Aug. 2, 1968; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.13 Advance for travel expenses.
Generally, agencies are expected to provide each agency traveler with a credit care enabling the traveler to charge traveling expenses directly to the State and to avoid the need for the agency to make an advance payment to a traveler for traveling expenses. However, an agency may advance funds to a traveler for traveling expenses when it is in the best interests of the State to do so, and a traveler shall account for such a payment upon completion of the travel for which the payment was advanced.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; March 13, 1963; readopted, filed Aug. 9, 1965; amd. Filed Aug. 2, 1968; repealed, new filed April 21, 1971; amd. Filed Dec. 21, 1977; repealed, new filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.14 Reimbursement of travel expenses of persons attending interviews for employment.
(a) The appointing officer of an agency may authorize reimbursement for travel expenses necessarily incurred by candidates attending interviews for positions for which there is a shortage of qualified candidates. Positions in the competitive class for which there are shortages of qualified candidates shall be determined by the State Department of Civil Service; for positions outside the competitive class such determination shall be made by the head of the agency in which the positions are authorized.
(b) Reimbursement will be allowed to candidates who reside over 50 miles from place of interview.
(c) Expenses may include transportation, food and lodging.
Historical Note
Sec. repealed, new filed: March 5, 1962; Oct. 4, 1962; readopted, filed Aug. 9, 1965; amds. Filed: Aug. 2, 1968; June 23, 1969; repealed, new filed: April 21, 1971; Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.15
Historical Note
Sec. filed Feb. 7, 1967; amd. Filed Feb. 1, 1968; repealed, new filed April 21, 1971; amds. Filed: Nov. 18, 1971; Dec. 19, 1973; Dec. 21, 1977; repealed, filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.16
Historical Note
Sec. filed Oct. 6, 1966; amds. Filed: Dec. 9, 1966; Feb. 9, 1970; repealed, new filed April 21, 1971; repealed, filed Jan. 23, 2001 eff. Feb. 7, 2001.
§ 8.17 [Repealed]
Historical Note
Sec. filed Dec. 9, 1966; repealed, new filed April 21, 1971; repealed, filed Dec. 19, 1973 eff. April 1, 1973.