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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


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Agenda

  • Introductions

  • New in Travel

  • Issues We Have Seen

  • General Rules

  • Websites

  • Discussion

  • Format for Questions

Office of Operations 2009 Fall Conference


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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


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Websites

  • OSC- rules

  • GOER- links for planning and links to other State agencies

  • OGS contracts

    • Car Rental

Office of Operations 2009 Fall Conference


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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


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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


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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


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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


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Cancellations

  • Who should pay?

  • What does the travel manual say?

  • How do you handle it in your agency?

Office of Operations 2009 Fall Conference


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Planning Travel

Use contracts

  • Rental Car

  • Air

  • Travel Agents

  • Travel Authorizations

Office of Operations 2009 Fall Conference


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Per Diems

  • Day vs. Overnight

  • Unreceipted (Method 1)

  • Receipted (Method 2)- GSA

  • Extra meals

  • Exceeding the lodging rate

Office of Operations 2009 Fall Conference


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Transportation

  • Train

  • State Car

  • Personal Vehicle

  • Air

Office of Operations 2009 Fall Conference


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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


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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


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Taxable Travel

  • Day Trips

  • Exceeding mileage

  • Exceeding per diems

  • More than one year in one location

Office of Operations 2009 Fall Conference


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Questions

Office of Operations 2009 Fall Conference


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