Travel Advisory No. 10

Travel Advisory
Office of Operations
Bureau of State Expenditures
Advisory Name
GFO Updates - Employee Expense Reimbursements
Date Issued
03/04/2019
Date Last Updated
03/04/2019

Subject:

GFO Updates – Employee Expense Reimbursements (Effective March 1, 2019)

Guidance:

The Office of the State Comptroller updated the following sections in Chapter XIII of the Guide to Financial Operations:

Chapter/Section Name Description
XIII.1 Employee Expense Reimbursement Overview Updated to indicate that moving expense reimbursements are no longer submitted through the Travel and Expenses module in the Statewide Financial System (SFS) and will instead be processed through PayServ.
XIII.8 Procedures for Employee Non-Travel Expense Reimbursement Updated to remove procedures for submitting moving expense reimbursements through the Travel and Expenses module in SFS.
XIII.8.A Moving Expense Reimbursements Updated to indicate that moving expense reimbursements are no longer submitted through the Travel and Expenses module in SFS and will instead be processed through PayServ.
XIII.9 Allowed Values for Processing Payments in SFS Updated the Section Overview.
XIII.9, Expense Types Attachment Allowed Values for Processing Payments in SFS – Expense Types

Updated the Expense Types attachment for readability, clarity, and conciseness. In addition, certain Expense Type descriptions were edited, information regarding taxable income for the employee was expanded upon, some Expense Types were removed, and some Expense Types were added. Notable changes include the following:

  • Removed “Moving Expenses (NonTax),” “Moving Expenses (Tax),” and “Train Tickets – Prepaid”
  • Removed “Conference” and replaced it with “Conferences / Trainings”
  • Removed “Training/Education” and replaced it with “Educational Assistance Program”
  • “PDiem-Pub Official Day” will be reported to the IRS and included in the employee’s W-2 as taxable income

References:

Guide to Financial Operations

Chapter XIII, Section 1 – Employee Expense Reimbursement Overview

Chapter XIII, Section 8 – Procedures for Employee Non-Travel Expense Reimbursement Chapter XIII,

Section 8.A – Moving Expense Reimbursements Chapter XIII, Section 9 – Allowed Values for Processing

Payments in SFS Chapter XIII, Section 9, Expense Types Attachment – Allowed Values for Processing

Payments in SFS - Expense Types

OSC Payroll Bulletins

Number 1691 - Educational Assistance Benefits

Number 1698 - New Payroll Process and New Time Entry Codes for the Payment of Moving Expense Reimbursements Beginning January 1, 2019

OSC Travel Manual