You are here: XIII. Employee Expense Reimbursement > XIII.4 Employee Travel Expense Reimbursement

Employee Travel Expense Reimbursement

Section Overview and Policies


When employees travel on State business, they are entitled to reimbursement for appropriate expenses and will be reimbursed in accordance with the OSC Travel Manual and collective bargaining agreements. Employees must submit expense reports detailing all expenses incurred, including travel card charges, even if the employee has not incurred any out-of-pocket expenses.


In addition to the guidance contained in this section, State officers and employees that travel as part of their official duties should refer to:

As needed, employees should complete the following forms for the travel event.



If any of the above forms were used to create an expense report, the forms must be retained and available for audit according to the General Retention and Disposition Schedule for New York State Government Records. For more information on record retention requirements, see Section 3 – Record Retention – Travel and Expense of this Chapter.

Process and Transaction Preparation:

Online Business Units

Employees must scan the forms and records used to support employee travel expenses and attach them to the expense report in the SFS Travel and Expense Module.

Bulkload Business Units


Bulkload users will complete and retain the applicable forms listed under the Overview and Policies heading above and the PeopleSoft Charge Continuation (AC 3254-S). Upon request from OSC, bulkload agency must provide the above documents to support the travel expenses.

Guide to Financial Operations
REV. 12/06/2019