State of New York Office of the State Comptroller Travel Manual
The purpose of the 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.
TRAVEL REQUEST FORM
This form is used to document the official business nature of the traveler prior to departure and authorizes the traveler to be in official travel status while on official business. It is also required to verify necessary and reasonable costs with proper supervisor approval prior to travel. Travel Request Form.
NYS EXEMPTION CERTIFICATE
To not be charged NYS sales tax by a New York hotel, motel, lodging house, etc. the ST-129 NYS EXEMPTION CERTIFICATE for TAX ON OCCUPANCY OF HOTEL ROOMS must be presented at check in by the traveler. You will not receive reimbursement for any sales tax paid on lodging costs in New York State. NYS Exemption Certificate
CAMPUS USE OF VEHICLE FORM
Is necessary for all trips over 50 miles one way. If the vehicle request is denied you are eligible to receive mileage reimbursement for use of your personal vehicle. Vehicle use information and form
AC2414 APPLICATION AND RECORD FOR TRAVEL ADVANCE
May be used by the traveler to request an advance to be used towards travel expenses limited to a maximum of $400 per trip. Travel Advance form
AC132-A STATE OF NEW YORK TRAVEL VOUCHER
Documents and summarizes all expenses related to your trip. The form must be completed and submitted within 10 days upon returning from your trip and must be accompanied by all original trip receipts. Travel Voucher Form
STATEMENT OF AUTOMOBILE TRAVEL
To receive mileage reimbursement for use of your personal vehicle, the STATEMENT OF AUTOMOBILE TRAVEL form must be completed and attached to your travel voucher. Please check this link for current NYS mileage rates.
In order to be eligible to receive mileage reimbursement for use of your personal vehicle, the trip must be less than 50 miles one way or the use of a campus vehicle was denied. A copy of the denial must be attached. Statement of Automobile Travel form
When it is cheaper to RENT a car but you would prefer to use your own vehicle, you must adjust the mileage claimed on your travel voucher to be equivalent to the cost of a rental. To compare, check this link Rental Car vs Personal Car for Enterprise.
Use the following link to calculate your Personal Car Mileage at Rental Rate for Enterprise.
Cheryl L. Dietzman
Assistant Manager of Purchasing