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.
2. Get all necessary approvals prior to travel
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.
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.
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.
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.
8. Never use your T-Card for personal expenses
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
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.
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.