If available, a state vehicle should always be considered first when the use of a car is required. Agencies are responsible for setting policy to address the use and assignment of state vehicles.
- Gasoline and other necessary expenses will be reimbursed.
- Emergency expenses, if justified, will be reimbursed.
- Any additional questions should be addressed to your agency.
- Use of a state E-ZPass in a state vehicle does not need a receipt.
When a state vehicle is not available, a rental vehicle is usually the most economical way to travel.
- The OGS statewide contract1 should be referenced when renting.
- Make sure to put the rental on your state T-card.
- Personal E-ZPass may be used, but you are responsible for any charges if the tolls do not register.
- Personal E-ZPass cannot be funded with the state-issued T-card.
- If you incur any toll expenses keep your E-ZPass statement or cash receipt.
- Renting a compact vehicle is typically the most cost effective option in the best interest of the State. In limited circumstances, if a larger vehicle is required, travelers will need to provide documentation to support the additional cost on their expense report.
- Damage insurance and roadside assistance are already included in the contracted price.
- Car rentals are tax-exempt (be sure you have tax-exempt certificates with you in case they are needed).
- Use Contract ID # XZ24A19 for Enterprise Rent-A-Car and National Car Rental.
- Use Corporate Discount # (CDN) 65909 for Hertz.
- Always rent in the name of New York State.
- Indicate all drivers.
- Consider geographic surcharges when determining which rental agency to use.
- Return vehicles with a full tank.
Personal Owned Vehicle (POV)
A POV may be used when a state vehicle or rental vehicle is not available or is not cost-effective.
- Mileage reimbursement rates are determined by the Internal Revenue Service (IRS). These rates are available through the OSC Guide to Financial Operations.
- If you incur any toll expenses, you will need to submit your E-ZPass statement or cash receipt with your expense report.
- Charges for gas, oil, accessories, repairs, depreciation, accident damage, etc. are not reimbursable. These are all included in your mileage reimbursement.
- If you are using your Personal Owned Vehicle (POV), and traveling over 100 miles per day, you are required to complete and attach a Trip Calculator to your expense report. The Trip Calculator calculates the allowable reimbursement that can be claimed on your expense report.
- If you are traveling less than 35 miles to an alternate work location, you are traveling in proximity of your home and official station. You may not be eligible to claim reimbursement for all the miles you drive. For examples and more information go to the OSC Travel Manual.
Statement of Automobile Travel
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.
There is an agreement in place between OGS and Amtrak to offer standard pricing for New York State employees. You need to show your state ID at the station to purchase these tickets.
Book coach tickets or purchase multi-packs of tickets if you are a frequent traveler. Be sure to keep track of the multi-pack tickets and note their use on associated expense reports. You should reconcile them after the last one is used.
LIRR / Metro-North Railroad
There are no state contracts for discounted rates for the Long Island Rail Road or Metro-North Railroad.
By Subway, Taxi, or Bus
Subway or Taxi
There are no state contracts for discounted rates for the subway or taxi. If you use either one, be sure the trips are as economical as possible and keep all receipts to submit with your expense report. Lyft and Uber are reimbursable expenses.
While there are no state pricing contracts for commercial bus lines, there are several options throughout New York State to help you get where you're going. They include:
Keep in mind when booking your airfare:
- You need to contact Child Travel to book the airfare. 1
- You MUST use your T-card to book the flight.
- You need to book Coach (economy) seating.
- You can earn frequent flier miles while on NY State business.
- Your airport parking is a reimbursable expense.
- You cannot use Child Travel for personal travel.
- You must attach your ticket receipt to your expense report (a boarding pass is not acceptable).
- The ONLY exceptions to these policies are:
- in case of an emergency
- if the fare saves $200 or more round trip, or
- if prior approval for the variance was obtained.
To book airfare or to register with the NY State contracted travel agency, contact Child Travel New York Inc. / Direct Travel by:
- Email: [email protected]
- Local: 1-518-292-9000
- After Hours: 1-800-774-0655
Child Travel is familiar with all the New York State travel guidelines and has 24-hour assistance. If you create an online profile and book your own travel, it is cheaper than calling them directly. And if your trip gets canceled or postponed your trip is 100% refundable if booked through Child Travel.
Contact the BSC Travel Team
Please include "travel" or your expense report number in the subject line of an email.
Still have questions? Try the BSC Help Center where you can send a question to our support team or search a database of FAQs.