What Does NET Stand For?
NET is the acronym for Non-Employee Travel.
If you are not a New York State employee but you provide services to and travel for a state agency, you may be eligible for travel expense reimbursement.
Each agency that has non-employees traveling on their behalf should apply for a NET (Non-Employee Travel) card to make reservations and accommodations for their travelers.
Generally, the reimbursement follows the guidelines in the NYS Office of the State Comptroller’s (OSC) Travel Manual for State employees traveling on State business.
NET Travel Guidelines
|Process for Individual Working Directly with an Agency||Process for Individual Working Through a Vendor Contract or Purchase Order|
|Payment||Directly paid to the individual for services and travel expenses.||Directly paid to the vendor through which the individual is employed.|
Non-employees complete the appropriate forms for reimbursement and submit them along with their supporting receipts directly to the agency.
Note: Non-employees may be entitled to certain expenses depending on the agreement between the non-employee and the agency.
The contract or purchase order must specify that travel expenses are reimbursed.
The vendor’s request for payment must include documentation that supports the travel expenses for each individual requesting reimbursement, including receipts.
|Reimbursement||Once a reimbursement request is approved by the agency:
When requesting reimbursement of travel expenses, the non-employee should complete and send the Claim for Travel Reimbursement by a Non-Employee (AC3257-S) form to the vendor.
There may be expenses incurred by a non-employee during travel on state business. Agencies and travelers should review the policies prior to traveling or submitting for reimbursement.
For NYS Agencies
If there are expenses on a NET-card, reconcile them in SFS and send for approval.
If there are expenses that are not on a NET-card, the non-state employee traveler may request reimbursement. Any receipts or documentation should be retained.
Submit or have your non-employee traveler submit their expenses to the BSC Accounts Payable team who will review the non-travel portion of the invoice to ensure they comply with contract terms and conditions.
Remember that a non-employee traveler:
Is not exempt from NYS sales tax.
Is not entitled to the state rate when lodging, although they can ask.
Is not eligible to use the NYS Enterprise or Hertz contract.
Will be reimbursed for coach airline or train tickets but not business class tickets.
For NET Travelers
If you have additional out-of-pocket expenses, you will need to submit all your receipts and forms to your contracted agency. The agency will then submit to the BSC for processing. If you want to check the status of your payment, you can check it on the Vendor Portal.
Download Additional Documents
Claim for Reimbursement by a Non-Employee (AC3257-S)
This form is used for reimbursements or expenses not already covered by a Non-Employee Travel (NET) card.
Statement of Automobile Travel (AC160-S)
This form is only required to be completed by the traveler when a proxy completes the SFS Mileage Detail page on behalf of a traveler. If the traveler is submitting their own expense report they should not be submitting the AC 160-S and must complete all information in the SFS Mileage Detail page.
Statement of Meals Claimed (AC3258-S)
Use to claim meals as an expense for state business travel.
Vendor Claim for Payment (AC3253-S)
This form can be used to submit multiple payments for a single vendor.
Statement of Incidental & Transportation Expenses (AC3259-S)
This form is not required to complete your expense report but your agency may request it.
Contact the BSC Accounts Payable Team
For new invoices: [email protected].
Please include your invoice number, business unit, and unit ID (if applicable) to the subject line.
Agencies should send new invoices (one invoice per email) to us electronically at [email protected]. Please make sure your invoice is a Word or PDF document.
For inquiries: [email protected].
For questions on previously submitted invoices or past due invoices, please email us and include "Accounts Payable" in the subject line.
For leases: [email protected]
Still, have questions? Try the BSC Help Center where you can send a question to our support team or search a database of FAQs.
Contact us by phone:
<Insert Name of Agency>
Routing ID: xxxxxxx
c/o NYS OGS BSC Accounts Payable
1220 Washington Ave
Building 5, Floor 5
Albany, NY 12226-1900