Travelers are reminded
that the submission of fraudulent travel expense claims for
reimbursement may be a felony or misdemeanor offense under Articles
175 or 195 of the State Penal Law.
Employees seeking reimbursement
for breakfast and dinner meals under the receipted method will be required to provide receipts meeting the following criteria
- Employee must attach the original meal receipt to the travel voucher.
- All original receipts must document the actual cost. The traveler may not input or alter
the dollar amount or any information on the original receipt.
- In addition, the meal receipt
should contain, as a minimum, the following information:
1. Name of the provider
(restaurant, etc.) with either full address
or area code and telephone number
2. Date of service
3. Number of persons served
If the receipt provided by the
restaurant does not include the above information, the traveler must
include this information in an attachment to the receipt.
Lodging Receipts (Method II)
Employees must attach the original lodging receipt to the travel voucher.
The lodging receipt, including a receipt from
nontraditional, commercial establishments such as, a campsite,
trailer park, etc., must contain the following information:
receipt must always be submitted.
is shared, the name(s) of the other employee(s) must be included on
the voucher and each employee must claim only his/her share of the
actual lodging cost. If lodging is shared with a non-employee (i.e.,
spouse), the employee must document that the rate claimed is the
rate for single room occupancy.
- Name of
traveler, or travelers if room is being shared.
address, and telephone number of the lodging establishment.
of people in the room.
of payment (cash, check, credit card, or lodging request).
Receipts related to transportation generally fall
into one of the following categories: common carrier (bus, train,
airplane), leased vehicle, gasoline, tolls, taxicab, and parking.
Requirements for each type of receipt are detailed below. When a
receipt is necessary, it must be the original and must detail the
dollar amount, the name and address of the provider and the date.
- Common Carrier - Ticket receipt (air passenger coupon, Amtrak ticket stub,
etc.) as appropriate, detailing type(s) and date(s) of service
- Gas/Service Station - Receipts must include vehicle plate number, number of gallons
purchased, and/or description of items other than gasoline.
- Tolls - Bridge and highway tolls may be claimed upon
presentation of valid receipts. Simply ask the attendant
at the toll booth for a receipt. The use of the EZ Pass
method of toll payment re-quires that you include the
amount of the toll paid, the date, and the location.
These can be found on your EZ pass printout and can be
submitted in lieu of a toll receipt.
- Taxicabs - The use of a taxi instead of public transportation must be
justified and all receipts must include driver and/or cab ID
number. A 15-20% tip to the driver may be claimed, without a
receipt, because such a gratuity is an expected part of the
- Parking - Receipts are required except for metered parking which must be
justified. All parking expenses incurred within an employee's
official station must be justified.
- Subway Fare - A receipt is not necessary when the subway is used.