Travel Rules

1
Travel Rules Kristin Ellis Amanda Kenner
2
Agenda

• Introductions
• New in Travel
• Issues We Have Seen
• General Rules
• Websites
• Discussion
• Format for Questions

3
Travel Facts

• Total NYS spending on travel
• 44,382,049 on the travel card
• 73,466,244 in reimbursements to travelers
• Grand Total 117,848,293

4
Websites

• OSC- rules
• GOER- links for planning and links to other State
  agencies
• OGS contracts
• Car Rental

5
Letter to Agency Heads

• A letter was sent out on 2/13/09 with 3 important
  reminders
• Certification of vouchers- Commissioners
• Exceeding lodging rates
• Personal use of state travel cards

6
G-Bulletin 236

• Appropriate use of NYS Citibank travel card
• Using the card in travel status
• Cardholders responsibilities

7
Office of Taxpayer Accountability

• Directive sent out to all agency heads in an
  effort to reduce wasteful spending and focus on
  travel practices.
• Most efficient mode of transportation
• Trip Calculator

8
New Per Diem Rates

• Meal allowances have increased
• Affects the 80/20 split
• CONUS 70 lodging/46 meals incidentals
• http//osc.state.ny.us/agencies/travel/meals.htm
• Some NYS hotel per diems have decreased

9
Cancellations

• Who should pay?
• What does the travel manual say?
• How do you handle it in your agency?

10
Planning Travel

• Use contracts
• Rental Car
• Air
• Travel Agents
• Travel Authorizations

11
Per Diems

• Day vs. Overnight
• Unreceipted (Method 1)
• Receipted (Method 2)- GSA
• Extra meals
• Exceeding the lodging rate

12
Transportation

• Train
• State Car
• Personal Vehicle
• Air

13
Official Station

• Determines when you are in travel status
• Affects the areas you can be reimbursed for
  traveling to

14
Taxability

• Tax home (in city where work is located)
• What are the tax implications if the assigned
  official station is not the location a traveler
  normally works?

15
Taxable Travel

• Day Trips
• Exceeding mileage
• Exceeding per diems
• More than one year in one location

16
Questions