Effective Jan. 1, 2015, the standard mileage reimbursement rate for employee travel will be 57.5 cents per mile. The Office of the State Comptroller Guide to Financial Information contains additional mileage information and the link is provided here.
While it is difficult to summarize the Travel rules and guidelines as outlined by the New York State Office of the State Comptroller, here's a quick NYS OSC traveler tips sheet to help! When in doubt, contact the Travel Office for any clarification.
-Travelers must provide receipts with expense reports in the accordance with the chart below:
|Expense Type||Documentation Required*|
Charge on the State Travel Card
Transportation by Common Carrier (e.g. train, bus, airplane, subway)
|Ticket stub if purchase price is printed on the stub; receipt and ticket stub if purchase price is not printed on the stub|
|Rental Car||Receipt showing return time|
|Tolls - EZ Pass||EZ pass statement with applicable charges indicated|
|Tolls - Cash||Receipt|
|Day Trip Meals - Receipted||Receipt|
|Hotels - Receipted||Receipt|
|Miscellaneous and incidental expenses||Receipt|
The "no receipts necessary for miscellaneous items up to $75" rule is no longer in effect. Please keep any and all receipts from your travel event to make sure you are reimbursed for everything coverable per the NYS OSC travel guidelines and manual.
Here's a link to the notice from NYS OSC:
We will have a "Travel Expense Report Amnesty" period for travelers with aging travel expense reports (for travel pre-April 1st) that need to be submitted for reimbursement. Your deadline for submitting ancient travel expense reports (that will be reimbursed by your NYS funds...8 digit funding accounts) is:
These travel expense reports need to be stamped in by The Business Office and be "payable ready" by that date...which means that when they get to the Business Office, they are ready to pay and have all pertinent documentation included. Any aged travel expense reports received after that day or are incomplete will be returned unpaid to the originating department.
Please note: Per NYS Office of the State Comptroller, PRIOR WRITTEN approval must be received for any lodging that will be above the area per diem rate. On the new R&A form, there is space available to give such a justification. The signatures of the traveler and his or her supervisor will suffice as the approval.
Last Updated: 3/10/15