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Travel Rules Kristin Ellis & Amanda Kenner

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Travel Rules Kristin Ellis & Amanda Kenner. Agenda. Introductions New in Travel Issues We Have Seen General Rules Websites Discussion Format for Questions. Travel Facts. Total NYS spending on travel: $44,382,049 on the travel card $73,466,244 in reimbursements to travelers

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Travel Rules

Kristin Ellis &

Amanda Kenner

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

Office of Operations 2009 Fall Conference

travel facts
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

Office of Operations 2009 Fall Conference

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

Office of Operations 2009 Fall Conference

letter to agency heads
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

Office of Operations 2009 Fall Conference

g bulletin 236
G-Bulletin 236
  • Appropriate use of NYS Citibank travel card
  • Using the card in travel status
  • Cardholder’s responsibilities

Office of Operations 2009 Fall Conference

office of taxpayer accountability
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

Office of Operations 2009 Fall Conference

new per diem rates
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

Office of Operations 2009 Fall Conference

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

Office of Operations 2009 Fall Conference

planning travel
Planning Travel

Use contracts

  • Rental Car
  • Air
  • Travel Agents
  • Travel Authorizations

Office of Operations 2009 Fall Conference

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

Office of Operations 2009 Fall Conference

transportation
Transportation
  • Train
  • State Car
  • Personal Vehicle
  • Air

Office of Operations 2009 Fall Conference

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

Office of Operations 2009 Fall Conference

taxability
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?

Office of Operations 2009 Fall Conference

taxable travel
Taxable Travel
  • Day Trips
  • Exceeding mileage
  • Exceeding per diems
  • More than one year in one location

Office of Operations 2009 Fall Conference

questions
Questions

Office of Operations 2009 Fall Conference

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