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Travel Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 3
Advisory Name: Travel Manual Update
Date Issued: 12/22/2014 Date Last Updated: 12/22/2014
Subject:
Travel Manual Update

Guidance:
This advisory is intended to notify Business Units that the OSC Travel Manual has been updated. The key updates are as follows:

Effective April 1, 2015

  • Expense reports must be submitted within 30 days of the end of the travel event.
  • Travelers must provide receipts with expense reports in accordance with the chart below:

    Expense Type
    Documentation Required*
    Charge on the State Travel Card
    Receipt
    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
    Taxi
    Receipt
    Rental Car
    Receipt showing return time
    Tolls - EZ Pass
    EZ pass statement with applicable charges indicated
    Tolls – Cash
    Receipt
    Gas
    Receipt
    Day Trip Meals - Receipted
    Receipt
    Hotels - Receipted
    Receipt
    Miscellaneous and incidental expenses
    Receipt

* Business Units have the discretion to, on occasion, allow reimbursement if a receipt is misplaced or illegible and there is no reason to question the legitimacy of the expense.

References:
To view all updated information, please see the OSC Travel Manual at: http://www.osc.state.ny.us/agencies/travel/manual.pdf

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