Travelers frequently incur miscellaneous expenses during their travel. In all cases, in order to be considered reimbursable, these expenses must be reasonable, actual, and necessary. To be reimbursed, original receipts for the miscellaneous expenses must accompany the travel voucher.
Reimbursable Expenses
Business-related expenses such as:
- Telephone calls
- Internet connection fees
- Baggage transfer and storage
- Supplies and materials
- Taxi, shuttle and parking charges
- Itemized UBER/Lyft receipts
Nonreimbursable Expenses
Non-business related items such as:
- Parking tickets or speeding fines
- Laundry service
- Expenses for someone other than yourself
- Seat upgrades
- Travel insurance other than through ISSS
- New York State taxes on NYS hotels
- Personal charges
- Fees associated with flight or train changes for personal reasons
- Entertainment (for example, theater tickets, in-room movies, etc.)
- Cleaning fees charged on Airbnb stay
Travelers must provide itemized receipts with expense reports in the accordance with the chart below. No receipt, no reimbursement:
| Expense Type | Documentation Required* |
| Charge on the State Travel Card | Receipt |
|
Transportation by Common Carrier (e.g. train, bus, airplane, subway) |
Itemized receipt with prices, fees and legs/dates/times of flight; itemized receipt for travel by train/bus/subway with dates/times and prices/fees |
| Taxi | Receipt |
| Rental Car | Finalized Receipt showing return time |
| Tolls - EZ Pass |
EZ pass statement with applicable charges indicated |
| Tolls - Cash |
Receipt |
|
Gas |
Receipt |
| Day Trip Meals - Receipted | Receipt |
| Hotels - Receipted | Receipt |
| Miscellaneous and incidental expenses | Receipt |
Please keep any and all receipts from your travel event to make sure you are reimbursed for everything reimbursable per the NYS OSC travel guidelines and manual.
