businessman driving

Traveler Responsibilities

Traveler Responsibilities
SHARE

1. Know all travel guidelines & policies

All travel and expense transactions are processed by the BSC in accordance with rules and regulations applicable to Executive Department agencies. 

 

Go to travel policies and references

2. Get all necessary approvals prior to travel

Learn more about what approvals you need before you plan your trip. 

 

Go to travel approvals

Read the Division of the budget B-1184 Bulletin

 

3. Secure the most economical method of travel

In the best interest of the state, travelers should use the most efficient and cost-effective method of transportation available. Learn more about ways to travel, including vehicle travel and trip calculator, common carriers, and using the New York State travel agent contract. 

 

visit the transportation page

4. Know your official station & its effects on travel

 
Avoid serious tax implications!

If your official station is incorrectly assigned, there could be serious tax implications for your travel reimbursement.

For important Office of the State Comptroller guidelines for knowing your Official Station and avoiding serious tax implications, see the Office of the State Comptroller's Guide to Financial Operation, Chapter XIII, Section 6, Potential Tax Consequences of Assigning an Incorrect Official Station

 

Your agency designates your official station in SFS, this is where you report to work more than 50% of the year. If this location is incorrect, please contact your Agency Employee Data Administrator.

 

read the OSC guide to financial operations

 

5. Maintain an accurate record of expenses

Before, during and after your travel, be sure to maintain an accurate record of expenses, including all receipts, departure and return times, and mileage. 

Question: What receipts should you keep? Answer: All of them!

Learn more about what receipts and documentation you need to keep to file your expense report. 

 

go to the receipts and documentation page

6. Claim only reasonable & necessary business-related expenses

7. Do not use your T-Card for other travelers

Do not share or use your state-issued travel credit card (T-Card) with other travelers or for other travelers' expenses. 

 

go to managing your travel credit card page

8. Never use your T-Card for personal expenses

Only use your T-Card for travel-related expenses, never personal expenses. Common travel expenses include:

  • train, bus or airfare tickets
  • vehicle rentals and gas
  • meals
  • parking
  • hotel stays

 

go to managing your travel credit card page

 

 

9. Submit expense reports within 30 days of travel

Visit the "After Your Trip" section of the BSC website for information on how to use SFS including:

  • Creating an Expense Report
  • Adding T-Card charges from My Wallet
  • Adding attachments to your expense report
  • Modifying an expense report
  • Common expense report mistakes to avoid

 

Go to the After Your Trip Page

10. Notify your supervisor when an expense report is submitted

Notify your supervisor when an expense report has been submitted for approval. It is your supervisor's responsibility to review and approve expense reports in a timely manner and verify travel expenses are actual, reasonable, and necessary. 

 

Go to Supervisor responsibilities 

 

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.

Contact us by phone:
Contact us by email:
Mailing Address:

BSC Travel & Expense
1220 Washington Ave
Building 5, Floor 4
Albany, NY 12226-1900