Traveler/'s Guide
State of New York
Office of the State Comptroller
Travel Manual
Prepared by:
Division of Contracts and Expenditures
Bureau of State Expenditures
Revised: 09/01/2008
TABLE OF CONTENTS
TRAVEL POLICY STATEMENT ................................................................................................................ 1
GENERAL GUIDELINES AND RESPONSIBILITIES............................................................................. 1
AGENCY RESPONSIBILITY .......................................................................................................................... 1
SUPERVISOR’S RESPONSIBILITY.................................................................................................................. 2
TRAVELER'S RESPONSIBILITY ..................................................................................................................... 2
OFFICIAL STATION................................................................................................................................... 2
DETERMINING TRAVEL STATUS ........................................................................................................... 2
TRAVEL IN PROXIMITY OF OFFICIAL STATION OR HOME............................................................ 2
REIMBURSEMENT ALLOWANCES ......................................................................................................... 3
OVERNIGHT TRAVEL REIMBURSEMENT...................................................................................................... 3
UNRECEIPTED METHOD (METHOD 1) ......................................................................................................... 3
RECEIPTED METHOD (METHOD 2).............................................................................................................. 4
DAY TRIP REIMBURSEMENT....................................................................................................................... 5
MEALS AND LODGING PROVIDED BY AGENCY ........................................................................................... 5
WEEKEND ALLOWANCE ............................................................................................................................. 5
MISCELLANEOUS EXPENSES ................................................................................................................. 5
REIMBURSABLE EXPENSES ......................................................................................................................... 5
NONREIMBURSABLE EXPENSES .................................................................................................................. 6
CONFERENCE CONSIDERATIONS......................................................................................................... 6
FOREIGN TRAVEL ..................................................................................................................................... 6
EXTENDED TRAVEL.................................................................................................................................. 7
TRANSPORTATION .................................................................................................................................... 7
COMMON CARRIER..................................................................................................................................... 7
PERSONAL VEHICLE ................................................................................................................................... 8
STATE VEHICLE.......................................................................................................................................... 8
RENTAL VEHICLE ....................................................................................................................................... 8
TRAVEL BY PERSONALLY OWNED AIRPLANE............................................................................................. 9
STATE CORPORATE TRAVEL CARD PROGRAM.................................................................................. 9
TRAVEL ADVANCES ................................................................................................................................ 10
IRS REQUIREMENTS ............................................................................................................................... 10
INTERVIEWS FOR EMPLOYMENT ....................................................................................................... 10
COMMISSIONERS AND CERTAIN SENIOR OFFICIALS................................................................... 11
DAY TRIP REIMBURSEMENT..................................................................................................................... 11
NON-SALARIED PUBLIC OFFICERS .................................................................................................... 11
DAY TRIP REIMBURSEMENT..................................................................................................................... 11
Office of the State Comptroller - Travel Manual
Travel Policy Statement
The purpose of this Travel Manual is to help agencies and employees understand and apply State’s travel
rules and regulations and to provide instructions regarding reimbursement for expenses while in travel
status. The Office of the State Comptroller sets rules and regulations for reimbursement of expenses
incurred while traveling on official state business. These rules and regulations are also included by
reference in collective bargaining agreements. When traveling on official State business, only actual,
necessary and reasonable business expenses will be reimbursed.
General Guidelines and Responsibilities
Employees are in travel status when they are more than 35 miles from both their official station
and their home.
The designation of official station will be determined by agency management in the best interest
of the State and not for the convenience of the employee. The Comptroller's Office reserves the
right to request justification from an agency to support their designation of official station.
Official station designation belongs to the position, not to the person (i.e., a full-time employee
working for one agency will have only one official station; a part-time employee working for
two agencies may have two official stations).
Travel between the employee’s home and official station is considered commuting and is not
reimbursable.
Vouchers must be submitted on a timely basis. Records/receipts can be lost and memories grow
dim when there is too much time between business travel and submission of travel expenses.
Agencies should check OGS contracts for the type of travel related services needed. Currently
OGS has contracts for car rentals, airfare, and centralized travel agent services, both statewide
and regional. Travel agents may charge a transaction fee for various services. You can get more
information on these contracts through the OGS web site at http://www.OGS.state.ny.us.
Agency Responsibility
Ensure
all authorized travel is in the best interest of the State
all charges are actual, reasonable and necessary
all expenses comply with travel rules and regulations
the most economical method of travel is used in the best interest of the State
compliance with IRS regulations
the official station of each employee is designated in the best interest of the State
employees obtain appropriate approvals prior to traveling, and exceptions or waivers are justified
and necessary
adequate funds are available for travel
Establish
and disseminate agency specific policy related to travel procedures when employees are in travel
status
procedures to ensure accountability of cash advances and appropriate use of the travel card
policy for the review and approval of travel vouchers in a complete and timely manner
Provide
guidance and training to agency supervisors and staff in proper procedures for reimbursing travel
expenses
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a means to minimize out-of-pocket travel expenses. (e.g., corporate travel card, cash advance)
and control all travel related documents (e.g., vouchers, tax exempt certificates)
Supervisor’s responsibility
know State travel rules and regulations
know your agency's specific travel policies and procedures
know your staffs’ official stations and its effect on their travel reimbursement
authorize travel only when necessary
review travelers' itinerary in advance to ensure the most economical method of travel is used in
the best interest of the State
verify that vouchers are within allowable rates and all required documentation is attached
review and certify travelers' vouchers in a complete and timely manner
forward vouchers to agency finance office in a timely manner
Traveler's responsibility
know State travel rules and regulations
know your agency's policies and procedures
know your official station and its effect on your eligibility for travel reimbursement
obtain necessary approvals for travel, including method of travel
secure the most economical method of travel in the best interest of the State
obtain all necessary travel documents (e.g., voucher, tax exempt certificate)
use NYS travel credit card to minimize out-of-pocket expenses
maintain an accurate record of expenses including departure and return times, and mileage
obtain required receipts or documentation
claim reimbursement only for actual allowed expenses within reimbursement rates
account for any cash advance received, or charges made to the travel card
complete and submit travel vouchers accurately and timely
Official Station
The official station is the employee’s usual work location. The official station is designated by the
agency and must be in the best interest of the State. The purpose of an official station is to establish when
the employee is in travel status and eligible for reimbursement of travel expenses. Travel between the
employee’s home and official station is considered commuting and is not reimbursable. The employee’s
home is considered to be in the city or town in which the employee primarily resides when working at his
or her official station.
Determining Travel Status
When employees are on assignment at a work location more than 35 miles from both their official station
and their home, they are considered in travel status and are eligible for reimbursement of travel expenses
in accordance with this manual. Employees must obtain appropriate approvals prior to traveling on the
assignment.
Travel in Proximity of Official Station or Home
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Office of the State Comptroller - Travel Manual
When an employee is assigned to work at an alternate work location which is less than 35 miles from
either his or her home or his or her official station, the employee is not considered to be in travel status,
but rather is considered to be traveling in proximity of his or her official station. When traveling in
proximity of home or official station, an employee using a personal vehicle, is, as outlined below, entitled
to reimbursement of transportation expenses associated with travel:
• from home to an alternate work location
• between the official station and an alternate work location
• between alternate work locations
• from an alternate work location to the employee’s home.
When travel is from an employee’s home to an alternate work location, or from an alternate work location
to home, at a minimum, transportation expenses must be reimbursed using the lesser of 1) mileage
between the employee’s home and the alternate work location, or 2) mileage between the employee’s
official station and the alternate work location, times the Internal Revenue Service mileage
reimbursement rate. This reimbursement method is called the “lesser of mileage rule.” Agency
management has the discretion to establish a reimbursement policy that provides for reasonable
reimbursement of transportation expenses in excess of the amount calculated under the “lesser of mileage
rule.”
When travel is between an employee’s official station and an alternate work location, or between two or
more alternate work locations, transportation expenses must be reimbursed by payment for the actual
mileage between such locations, times the Internal Revenue Service mileage reimbursement rate.
The expense of meals or lodging within the proximity of the official station will not normally be
reimbursed, unless it is in the best interest of the State as determined by the head of the agency's finance
office. Reimbursement for travel in the proximity of the home or the official station is subject to the audit
of the Comptroller. No transportation costs will be allowed between any employee's home and his or her
official station.
Click here for examples of the application of the lesser of mileage rule.
Reimbursement Allowances
Overnight Travel Reimbursement
Employees may choose one of two methods for reimbursement for overnight travel, whichever is to their
advantage. Travelers may not, however, combine the two methods on the same trip. Breakfast and
dinner are reimbursable meals; lunch is not.
Unreceipted Method (Method 1)
This method provides for a flat rate allowance for meals, lodging and incidental expenses regardless
of where lodging is obtained, including lodging with relatives or friends. Rates are established
based on the city or county where lodging is obtained or the location to which the employee was
traveling (whichever rate is less), and such location must be indicated on the travel voucher. No
receipts are required when using this method. Current rates are as follows:
Location Per
Diem
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New York City and Nassau, Suffolk, Rockland and Westchester
$50.00
Counties
Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse
$40.00
and their respective surrounding metropolitan areas
All other locations in New York State
$35.00
Out of State (this includes any out of state tax on lodging)
$50.00
Travelers using this unreceipted method are also eligible for an additional $5.00 for breakfast on the
day of departure if they have to leave at least one hour before their normal work start time. They
are also eligible for an additional $12.00 for dinner on the day of return if they return at least two
hours later than their normal work ending time.
For example, a traveler leaves Albany at 7:00 a.m. heading to NYC. The traveler stays overnight at
a friend’s house in NYC and arrives back in Albany the next day at 6:00 p.m. The traveler’s
scheduled work hours are from 8:00 a.m. to 4:00 p.m. The traveler is entitled to the unreceipted per
diem of $50 for the one night stay in NYC. In addition, the traveler is entitled to an additional
$5.00 for breakfast and $12.00 for dinner.
Receipted Method (Method 2)
This method provides reimbursement of actual lodging costs and an allowance for meals based on
federal reimbursement rates for the county of lodging. The per diem rates for locations within the
continental United States are revised annually. Click here for current rates. Since rates are based
on location of lodging, the county and city must be indicated on the travel voucher. Receipts are
required for lodging, but not for meals when using Method 2.
Each day the traveler is in overnight travel status, the traveler is eligible for reimbursement for
lodging up to a maximum lodging per diem and a per diem allowance for meals. The meal per
diem is for dinner the first night and breakfast the following day.
Travelers using this method are also eligible for an additional per diem for breakfast if they have to
leave at least one hour before their normal work start time the first day, and/or for dinner if they
return at least two hours later than their normal work ending time on the last day of travel. In these
cases, breakfast and/or dinner will be reimbursed up to the maximum amount of the meal per diem
allowance specified for the particular area of lodging. The meal per diem allowance is apportioned
for breakfast and dinner. See http://www.osc.state.ny.us/agencies/travel/meals.htm for current meal
allowances.
Maximum lodging rates exclude taxes. For travel within New York State, a Tax Exemption
Certificate (ST-129) should be used. For travel outside of New York State, state and local taxes are
not included in the maximum lodging amount and will be reimbursed in addition to the per diem
amount.
Finally, on occasion, travelers may be unable to find a hotel at a rate that does not exceed the
maximum federal lodging per diem rate for the location of travel. If that occurs, the traveler must
obtain prior approval to exceed the federal rate from their finance office.
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Day Trip Reimbursement
Travelers may be reimbursed for breakfast and/or dinner for day trips based on departure and return
times. Travelers are entitled to reimbursement for breakfast if they have to leave at least one hour before
their normal work start time, and/or for dinner if they return at least two hours later than their normal
work ending time.
Travelers without meal receipts are reimbursed $5.00 for breakfast and/or $12.00 for dinner. For
example, a traveler leaves Albany at 7:00 a.m. for NYC. The traveler arrives back in Albany the same
day at 6:00 p.m. The traveler’s scheduled work hours are from 8:00 a.m. to 4:00 p.m. The traveler is
entitled to $5.00 for breakfast and $12.00 for dinner.
Travelers with meal receipts are reimbursed up to the maximum amount of the meal per diem allowance
specified for the particular area of travel. The meal per diem allowance is apportioned for breakfast and
dinner. See http://www.osc.state.ny.us/agencies/travel/meals.htm for current meal allowances.
Day trip meal reimbursements are reportable as income to the IRS.
Meals and Lodging Provided by Agency
If meals and/or lodging are provided by the employee’s agency or another agency or organization without
charge to the traveler, that fact including the name of the agency or organization must be indicated on the
voucher. Lodging and/or meals when provided at no cost to the employee by the employee’s agency or
another agency or organization as part of an assignment to duty are not reimbursable. If only lodging was
provided, meal allowances based on location of lodging may still be claimed.
Weekend Allowance
Travelers are allowed lodging and meals for weekends when their agency deems it necessary for them to
be in travel status. An additional reimbursement over and above the per diems may be allowed in
accordance with the traveler’s bargaining agreement if the traveler is 300 miles or more away from home
and official station.
Miscellaneous Expenses
Only actual, reasonable and necessary business related expenses will be reimbursed and must be properly
indicated and justified on the voucher. Receipts are not required by OSC for miscellaneous expenses
under $75.00 such as tolls on toll roads, bridges and tunnels, reasonable parking charges, taxis, and local
bus or subway fares.
Reimbursable Expenses
Business related expenses such as:
Telephone calls
Internet connection fees
Baggage transfer and storage expenses
Supplies and materials
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Nonreimbursable Expenses
Expenses for speeding fines, parking tickets, laundry, valet services, entertainment (e.g., theater
tickets, in-room movies), and other personal charges.
Conference Considerations
Whenever possible, agency sponsored conferences should be arranged at facilities honoring the federal
per diem rates for meals and lodging. The cost of meeting room rentals, equipment, luncheons and breaks
are normally paid directly by the agency. In selecting the conference site, the agency should consider
cost, location and other special requirements. Standard procurement procedures should be followed.
On occasion, travelers must attend conferences sponsored by other organizations at facilities which
exceed the maximum lodging rate. Travelers must obtain prior approval to exceed the rate from their
finance office. Finance offices, when considering an employee’s request to exceed government rates,
should consider the following:
Available lodging within the rate at a location nearby
Transportation costs saved by staying at the conference site
Late evening or early morning conference events
Whether the attendee is an officer of the sponsoring organization
Whether the attendee is a speaker or is performing other functions essential to the conference
Social activities such as sightseeing and golf outings are considered personal expenses and will not be
reimbursed.
When meals and lodging are provided as a part of an agency sponsored conference or event, additional
reimbursement is not permitted.
Foreign Travel
Travel outside the continental United States is reimbursed based on the maximum per diem allowance
established by the U.S. Department of State. The foreign per diem rates are published monthly and are
available on their website at http://aoprals.state.gov/content.asp?content_id=184&menu_id=78.
Foreign travel rates provide for lodging costs up to a maximum amount and an allowance for meals and
incidental expenses. Similar to Method 2 above, the meal per diem is for dinner the first night and
breakfast the following day. Travelers are also eligible for an additional per diem for breakfast if they
have to leave at least one hour before their normal work start time the first day, and/or for dinner if they
return at least two hours later than their normal work ending time on the last day of travel. In these cases,
the traveler would be entitled to 20 percent of the foreign meal per diem for breakfast or 80 percent for
dinner.
Expenses directly related to lodging and meals are included in the foreign per diem allowance, however,
some expenses unique to foreign travel may be reimbursed at the discretion of the agency.
Passport fees
Visa fees
Cost to convert currency
Travelers’ checks
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Laundry charges for extended stay
Departure taxes
Extended Travel
When an employee is in travel status over an extended period of time or makes frequent trips to a single
location, lodging may be obtained at a non-traditional hotel or motel such as an apartment, rooming
house, bed and breakfast or private residence. Documentation must be submitted justifying the value of
the price paid. Upon submission of a receipt, the employee may be reimbursed on a monthly basis for the
lesser of:
The monthly rental rate charged for the non-traditional lodging, or
The receipted per diem amount for lodging in the out of town location, multiplied by the
number of overnight stays at the non-traditional lodging during the month.
For example, if the monthly rental amount paid for non-traditional lodging is $500, and the federal per
diem lodging rate at that location is $100, the employee would be reimbursed for the full $500 charged if
he or she stays overnight at that location five or more nights during the month. However, if the employee
stays overnight at that location for fewer than five nights in that month, the reimbursement for that month
is limited to the number of overnight stays multiplied by the federal per diem lodging rate of $100.
Transportation
Common Carrier
Travelers should use the most efficient and cost effective method of transportation available. Often times,
this means using a common carrier such as a train, bus, taxicab or airplane. This is especially true when
traveling between Albany and New York City. Where possible, travel should be scheduled using NYS
travel services contracts, coach accommodations and excursion fares. When traveling by commercial air,
the contract established by OGS for airline travel must be used by employees of the Executive Branch
agencies. Employees of other branches should obtain the lowest cost coach accommodations available.
The passenger’s portion of the airline ticket or an e-ticket must be submitted with the travel voucher.
Boarding passes are not acceptable. Super savers may be used only if the non-contract fare saves $200 or
more per round trip.
When choosing a method of transportation several factors should be considered:
Distance being traveled
Travel time
Number of travelers
Number of locations to be visited
Type of transportation available
Employee salaries and overtime
Train travel on Amtrak will be reimbursed at the current Amtrak government rate, and the original ticket
must be provided with the travel voucher.
When a common carrier is available but a more expensive method is chosen without sufficient
justification, agencies may reimburse only the common carrier rate. Any unused common carrier tickets
should be returned to the agency finance office for a refund or credit on a future trip. If a trip is cancelled
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at the direction of the agency, the traveler will not be responsible for any costs incurred. If cancelled for
the traveler’s convenience, he/she may be responsible for any costs.
Charges for traveling by common carrier between a transportation terminal (airport, bus or train station)
and home or official station may be incurred and are reimbursable for actual costs. Personal car mileage
is reimbursable in accordance with collective bargaining agreements.
Personal Vehicle
A personal vehicle may be used when a State vehicle or common carrier is not available, is not cost
effective or is otherwise not appropriate (for example, there is a need to transport voluminous files or
documents). Mileage reimbursement rates are determined by the Internal Revenue Service and collective
bargaining agreements. All reasonable and necessary parking and toll charges will be reimbursed
whether paid in cash or with personally issued EZ Pass. Agencies may not establish EZ Pass accounts for
employees’ personal cars.
Charges for gasoline, accessories, repairs, depreciation, anti-freeze, towing, insurance and other
expenditures will not be allowed. These are considered operational costs and are covered in the mileage
allowance.
Travelers who are required to use their personal vehicles to transport clients or residents or heavy building
or construction materials will receive additional mileage reimbursements in accordance with their
collective bargaining agreements. The additional mileage reimbursement is reportable as income to the
IRS.
State Vehicle
If available, State vehicles should always be considered when the use of an automobile is required.
Gasoline and other necessary expenses will be reimbursed. Emergency expenses, if justified, will be
reimbursed.
Agencies are responsible to set policy to address the use and assignment of all State vehicles. For
guidance in developing a Fleet Management Policy, please go to the Division of Budget Policy and
Reporting Manual – Item D-750.
EZ Pass accounts may be issued for State vehicles. Such accounts will be established in the name of New
York State. Those officers and employees who are permitted to utilize their vehicles for personal use
must reimburse the state for the costs of any charges incurred during any personal usage.
Rental Vehicle
When a rental vehicle is necessary or prudent, agencies should use the OGS centralized passenger vehicle
rental contract. Information about this contract may be obtained from the agency’s finance office or the
OGS Travel Contracts website. When renting for State business, the traveler should rent in the name of
New York State and sign the agreement as the agent for the State. Any gasoline purchases and other
direct costs associated with the vehicle will be reimbursed. Reimbursement for personal car mileage
when using a rental vehicle under the State Contract will not be allowed.
The Corporate Travel Card provides full insurance coverage and should be used for all rentals that are 31
days or less. If the card is used, additional insurance should not be purchased. If it is not used, it is
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recommended that the traveler purchase the collision damage waiver. Travelers should check with their
agency travel coordinator or finance office for the reimbursement policy for this expense.
If the collision damage waiver is not purchased and the Travel Card is not used, the traveler’s agency is
responsible for any damages to the vehicle. In case of accidents, travelers should notify their agency
immediately to file a claim.
Travel by Personally Owned Airplane
Authorization by the agency head is required for the use of the traveler’s privately owned plane while on
State business. A liability insurance policy must be currently in force and provide coverage of at least
$1,000,000.00 with the State of New York as a named insured. The insurer must be licensed by the State
Insurance Department to conduct business in New York State and a copy of the policy must be filed with
the agency chief fiscal officer.
Travel by privately owned plane will be reimbursed at the lesser of the personal car mileage rate
(regardless of the number of passengers carried) or the published coach fare for each passenger on State
business (if commercial air transportation is available between points of travel).
State Corporate Travel Card Program
The State of New York has a Corporate Travel Card Program to provide employees with a mechanism to
pay for travel expenses. The card is generally available to all employees who are expected to travel at
least once a year as part of their job. Applications should be made through agency finance offices. Only
appropriate travel expenses may be charged to the card.
Advantages to using the corporate travel card include:
Charges are billed directly to the State.
The need for travel advances will be reduced.
Costs in processing vendors’ vouchers will be reduced.
The agency and State will be able to capture a true picture of travel expenses to the State.
Travelers using the card will not need to carry large amounts of cash or use personal credit cards.
The program provides automatic business travel accident insurance when transportation is
charged to the card.
A travel voucher must be submitted detailing all expenses including both corporate card charges and out-
of-pocket expenses. Agency finance offices will reimburse out-of-pocket expenses and pay the corporate
card directly. Vouchers must be submitted timely since they provide information necessary to reconcile
the corporate card bill. Revocation of the traveler’s card may occur upon repeated delays in the
submission of vouchers. Vouchers must be submitted for all charges whether or not out-of-pocket
expenses were incurred.
Improper or unauthorized charges may result in mandated reimbursement to the agency by the employee,
suspension or loss of privileges related to the card, or disciplinary action.
Agencies are responsible for recovering any overpayments or improper charges as well as ensuring the
bill is reconciled correctly. Agencies may establish policies similar to the controls and accounting for
cash advances. Improper charges may be recovered from an employee’s reimbursement for out-of-pocket
expenses, paychecks or any other monies owed to the employee.
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Employees leaving the agency must turn in their travel card prior to leaving. Agency finance offices are
responsible for verifying any outstanding charges and canceling an employee’s travel card before the
employee’s final paycheck is issued.
Travel Advances
Agencies should encourage the use of the corporate travel card and are expected to provide each traveler
with a credit card. This enables travelers to charge traveling expenses directly to the State and to avoid
the need for advance payment to the traveler. When use of the card is not viable, agencies have the
discretion to issue a travel advance to the traveler to pay expenses while on official State business. The
traveler may request a travel advance by submitting an application for an advance to their agency finance
office. The amount of the advance is limited to what can be reasonably estimated to be the traveler’s
expected business expenses. Advances may also be paid from an agency advance account or through the
travel Quick Pay Travel Voucher process.
Agencies must have procedures to ensure timely accounting of travel advances, including timely
submission of travel vouchers, and to make certain that an employee does not leave the agency’s
employment with an outstanding travel advance. If necessary, recovery of funds may include deductions
from the employee’s salary or other monies due him/her.
IRS Requirements
The Internal Revenue Service generally requires withholding and W-2 reporting for the following types of
travel reimbursements:
Per diem amounts paid in excess of the rates allowed by the federal government which are not
supported by receipts
Meal allowances paid for non-overnight travel or day trips
Mileage reimbursements in excess of the maximum federal rate
Reimbursement for expenses incurred at a single location when the job assignment is realistically
expected to last in excess of one year.
Completing the IRS code field on the travel voucher allows the Central Accounting System (CAS) to
automatically generate the necessary information required by the IRS for reporting taxable payments.
Refer to the Accounting User Procedure Manual Volume XI, Section 8.0110 for detailed explanations and
procedures regarding taxable travel reimbursements.
Interviews for Employment
The appointing officer of an agency may authorize reimbursement for travel expenses necessarily
incurred by candidates attending interviews for positions for which there is a shortage of qualified
candidates. Positions in the competitive class for which there are shortages of qualified candidates shall
be determined by the State Department of Civil Service; for positions outside the competitive class such
determination shall be made by the head of the agency in which the positions are authorized.
Reimbursement will be allowed to candidates who reside over 50 miles from place of interview in
accordance with the rules detailed above. Expenses may include transportation, food, and lodging.
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Commissioners and Certain Senior Officials
In accordance with State Finance Law Section 109(5) and Section 24 of Chapter 986 of the Laws of 1984,
Commissioners and certain senior officials are entitled to reimbursement for actual and necessary
transportation expenses and a fixed per diem when in travel status in accordance with the following
schedule.
• $100 per day in New York City and the counties of Erie, Monroe, Nassau, Suffolk and
Westchester
• $75 per day for travel to all other locations
The fixed per diem rates (as opposed to the receipted rates set forth in Method 2) provide for a flat rate
allowance for meals, lodging and incidental expenses regardless of where lodging is obtained, including
lodging with relatives or friends. No receipts are required when using the fixed per diem rates.
Instead of the fixed per diem described above, alternatively, such officials are entitled to reimbursement
of actual and necessary transportation expenses, and for meals and lodging expenses in accordance with
Method 2 described above.
Officials may not combine the use of the fixed per diem rates and the receipted rates on the same trip.
Day Trip Reimbursement
When such an official is in travel status for a significant portion of a day with no overnight stay, such
official is eligible for a $25 per diem allowance to cover meals and incidental expenses. Officials with
meal receipts can be reimbursed up to the maximum amount of the meal per diem allowance specified for
the particular area of travel, but cannot mix the two methods in one trip
Non-Salaried Public Officers
Non-salaried public officers are members of boards, commissions, advisory councils, etc. established by
law who serve without salary. They are entitled to reimbursement of actual expenses incurred in the
performance of their official duties. For overnight travel, non-salaried public officers may receive a fixed
per diem allowance of $75 per night, or may use the receipted (Method 2) reimbursement rates described
above. The fixed per diem rate (as opposed to the receipted rates set forth in Method 2) provides for a flat
rate allowance for meals, lodging and incidental expenses regardless of where lodging is obtained,
including lodging with relatives or friends. No receipts are required when using the fixed per diem rates.
Non-salaried public officers may not combine the use of the fixed per diem rates and the receipted rates
on the same trip.
Day Trip Reimbursement
When such an official is in travel status for a significant portion of a day with no overnight stay, such
official is eligible for a $25 per diem allowance to cover meals and incidental expenses. Officials with
meal receipts can be reimbursed up to the maximum amount of the meal per diem allowance specified for
the particular area of travel, but cannot mix the two methods in one trip.
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