Employees are in travel status when they are on official business and more than 35 miles from both home and official station. This determines an employee's eligibility for reimbursement of travel expenses such as meals and lodging.
When travel is within 35 miles of an employees' official station or residence, the employee is not considered to be in travel status and will not be allowed meals or lodging. Mileage, tolls or parking costs may be reimbursed.
When choosing the method of transportation employees should consider factors such as distance traveled, time to travel this distance, number of travelers, numbers of locations to be visited, and types of transportation available. Travel should be by the most efficient and cost-effective method of transportation available.
- Common Carrier (Train or Bus) - Train travel on Amtrak will be reimbursed at the current Amtrak government rate. The original ticket must be provided with the traveler's voucher.
Personal Vehicle - Employees may opt to use their personally owned vehicle for approved business travel under 100 miles round trip. Mileage will be reimbursed in accordance with rates established by the IRS, www.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/C.htm
This rate includes charges for gas and other operational costs.
If employees opt to use their personally owned vehicle instead of a rental car for travel over 100 miles round trip, reimbursement will be the lesser of the rental vehicle rate or personal car mileage rate. Use trip calculator and include print out with Employee Report of Travel Expenses and Claim for Payment. https://ogs.ny.gov/procurement/trip-calculators
You should be aware that your own personal automobile liability policy is the first layer of insurance coverage should an accident occur. There is no State coverage for uninsured/underinsured motorists; personal injury protection or medical payments. These coverages must be provided through your own personal policy. Comprehensive and collision losses to your personal vehicle are not covered by the state.
Rental Vehicle - Enterprise Rent a Car, National Car Rental and Hertz Rent a Car currently hold the NYS contract and vehicles should be rented from them whenever possible. Local pick-ups are arranged by the Facilities Dept. when traveler submits Fleet Vehicle Request Form. For out of town pick-ups, travelers should book using Concursolutions.com.
The travel card provides full insurance coverage and should be used for all rentals that are 31 days or less. If the travel card is used additional insurance should not be purchased. If travel card is not used, the traveler should purchase the collision damage waiver.
A justification is required when renting a vehicle. Submit a written explanation with your travel claim form explaining why a rental vehicle was necessary and the most cost effective method.
- Parking and Toll Charges - All reasonable and necessary parking and toll charges will be reimbursed. The employee's travel voucher should identify the date, time, location and amount. Tolls that have been paid by the EZ pass method will be reimbursed.
- Taxi Charges - Reasonable and necessary taxi fares will be reimbursed, along with a customary tip.
- Air Travel (pdf)
- Amtrak Rates and Rules