Travel Advisory No. 3

Travel Advisory
Office of Operations
Bureau of State Expenditures
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