N.Y. Comp. Codes R. & Regs. tit. 2 § 8.7

Current through Register Vol. 46, No. 45, November 2, 2024

Section 8.7 - Meals and lodging

(a) General limitations. Meals and lodging within the immediate vicinity of a traveler's official station or place of residence are not normally allowed. (See section 8.2 of this Part.)

(b) Time limits on meal allowances.

(1) Breakfast expenses will be reimbursed for the day the trip begins if an employee has to leave at least one hour before his or her normal work starting time.

(2) Dinner expenses will be reimbursed for the day the trip ends if an employee returns at least two hours later than his or her normal work ending time.

(3) Meals in other circumstances will be allowed at the discretion of the head of the agency's finance office.

(c) Allowance to employees on Saturdays, Sundays and holidays. Employees will be allowed their expenses for meals and lodgings on Saturdays, Sundays and holidays while engaged in work in the field. When authorized by his or her agency, an employee will be reimbursed for expenses incurred while returning home over the weekend or on holidays.

(d) Per diem rates.

(1) The daily rates for hotel or motel lodging, meals, and incidental expenses for travel assignments will be allowed in accordance with the current employee collective bargaining agreements or, for travelers not represented by an employee organization, by guidelines promulgated by the Comptroller in consultation with the Director of Employee Relations.

(2) When an employee is in travel status for less than a full day and incurs no lodging charges, individual meal charges will be allowed according to rates of the current employee collective bargaining agreements or, for travelers not represented by an employee organization, by guidelines promulgated by the Comptroller in consultation with the Director of Employee Relations.

(3) Employees will receive an additional travel expense reimbursement for each weekend they are in overnight travel status in accordance with the applicable collective bargaining agreement or, for travelers not represented by an employee organization, by guidelines promulgated by the Comptroller in consultation with the Director of Employee Relations.

(e) Original receipts for hotel, apartment, rooming house, specifying date of occupancy and rate paid are required.

(f) Daily allowances may be granted to members of boards of visitors, boards of trustees, regents, members of visiting committees, and such other part-time nonsalaried persons engaged in State service to provide for their travel-related expenses.

(g) Tax on occupancy of hotel rooms. Lodging accommodations for State travelers on official State business are exempt from room occupancy taxes in the State of New York. Travelers should use a State corporate credit card or an exemption certificate in the form prescribed by the Comptroller or the Commissioner of Taxation and Finance to claim exemption.

N.Y. Comp. Codes R. & Regs. Tit. 2 § 8.7