New! Office of General Services Travel Guidelines Presentation
The Travel department assists with travel advances and helps ensure that reimbursed travel expenses are in compliance with Office of the State Comptroller Travel Regulation. Click here for the Travel Advance Policy
The U.S. Department of State's Bureau of Consular Affairs, based on relevant information, issues travel warnings to U.S. citizens that recommend Americans avoid travel to certain counties. The countries and dates the travel warnings were issued are listed on the Current Travel Warnings Web site.
Travelers going to any country indicated by the U.S. Department of State with a travel warning will be notified by the Travel Office of this warning. Upon notification, the Travel Office will request the traveler’s cellular telephone number in case of any emergency that the traveler should be notified of while on their trip.
New York State Travel Vouchers may be printed from Oracle self-service web applications. Travel vouchers for non-state employees may be completed on NYS Travel Vouchers outside the Oracle system.To ensure timely processing, Requests for Travel Advances must be received in the Travel department ten (10) business days prior to travel departure date.
The following travel forms are available for downloading and printing using Adobe Acrobat Reader
Office Of State Comptroller per diem rates and allowable expenses
Breakfast
Employees will be allowed reimbursement for breakfast if they have to leave at least one hour before their normal work starting time. For example, if their regular work hours were 8 A.M. to 4 P.M., they would be entitled to breakfast on the day the trip starts if they have to leave before 7 A.M.
Dinner
Employees are allowed reimbursement for dinner if they return at least two hours later than their normal work ending time. For example, if their regular work hours were 8 A.M. to 4 P.M., they would be entitled to dinner reimbursement if they return after 6 P.M.
Day Trips
Employees in travel status for day trips are allowed breakfast and dinner reimbursements based on the departure and arrival times of the trips. For non-overnight travel, an employee may claim the unreceipted meal allowance, (the rate effective October 1, 1998 is $5.00 for breakfast and $12.00 for dinner) or actual expenses up to the federal maximum meal allowance with a receipt. The IRS considers all meal reimbursements not associated with overnight travel taxable.
Overnight Trips
For breakfast on the first day or dinner on the last day of an overnight trip, travelers may claim the federal per diem allowance for the area of assignment. Receipts are not required.
All vouchers must be submitted to the Travel Office within 10 business days upon the completion of the trip.
All airline*, train and bus reservations for state funded travel must be booked through a State authorized travel agent certified through the Office of General Services State Contract.
*Non contract air bookings are allowable under these exceptions: an emergency; when the non-contract fare saves $200 or more per round-trip ticket; or when contract flights would require the traveler to incur unnecessary overnight lodging costs. When an exception occurs the following form should be submitted to the Business Office Travel Department: Air Travel Services Contract Exception Authorization (.rtf, 582 kb)
Effective December 6, 2007 the authorized travel agency for the Broome County region:
Plaza Travel and Accessories, Vestal, NY - Telephone (607) 729-2225
Effective December 6, 2011 New York State Travel Agent Contractor transaction fees for the Broome County region are:
| Travel Agent Airline Transaction Fee | Train/Bus Transaction Fee |
|---|---|
| Plaza Travel $16.33 | $0 |
The following procedure should be used by travelers for the booking and reimbursement of air travel:
Rental Vehicle Use and Liability
Personal Vehicle Liability Non-Livery and Non-Taxi Drivers For Hire
If you have travel questions, please contact Travel staff members.
