Statutes, codes, and regulations
New York Codes, Rules and Regulations
Title 9 - EXECUTIVE DEPARTMENTSubtitle S - Division of Housing and Community RenewalChapter III - Low Rent HousingSubchapter C - Management Manual For Housing AuthoritiesPart 1625 - General Administration
Subpart 1625-4 - Travel Expenses
Section 1625-4.2 - Limitations on reimbursement

N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1625-4.2

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Current through Register Vol. 46, No. 45, November 2, 2024
Section 1625-4.2 - Limitations on reimbursement

The limits on reimbursement of travel expenses are as follows:

(a) The limits on reimbursement of travel expenses for officials and members of an authority, serving with or without compensation, will be $32 per day (exclusive of common carrier transportation costs), except such limits will be $38 per day when on travel status in New York City and Nassau, Rockland, Suffolk and Westchester counties, and except further that when approved by the division such limits may be increased to conform with any higher travel expense allowance legally established for officials of the municipality in which the authority is located. The request for division's approval of the higher allowance will include a certified copy of the municipality's ordinance, rule or regulation establishing or amending its allowance limitations.
(b) Employees or agents (i.e., lawyers, architects, etc.) paid by an authority will be allowed a per diem of $32 (exclusive of common carrier transportation costs), except that such amount shall be $37 outside New York State, and except further that such amount shall be $38 when on travel status within New York City and Nassau, Rockland, Suffolk and Westchester counties. However, these limits may be increased as outlined in subdivision (a) of this section, if local municipality has established higher allowances for its employees or agents.
(c) Any per diem allowance established in subdivision (a) or (b) of this section will be reduced to $29 in the New York City area and $23 elsewhere in New York State when lodging accommodations are taken in apartments, rooming houses, tourist homes and private residences, other than homes of members of traveler's family. If lodging accommodations are taken in the homes of members or relatives of traveler's family, only the meal rates shown under subdivision (f) of this section will be allowed.
(d) A day consists of three meals and lodging commencing with the first subsistence expense incurred after leaving the official station, which is generally the municipality in which the authority is located.
(e) The per diem allowance includes incidentals (such as tips) in connection with lodging or meals. Other incidental expenses, such as local bus fares, official telephone calls, etc. are reimbursable to the extent of the expense. Taxi fares are reimbursable only in the absence of public transportation or are otherwise justified. Charges for travel between transportation terminals and residence, lodging or place visited are reimbursable to the extent of the expense up to a maximum of $3 for one way.
(f) The following meal rates will be used when travel does not involve an overnight stay or traveler stays at home of family members. They will also be used to determine the amount of deduction from the per diemallowance for any meals not reimbursable because of less than a full day travel status (usually at the end of a trip), inclusion of meals in a conference registration fee, or any other reason.

Description

Amount Allowed New York City Area

Elsewhere in New York State

Breakfast$3.00$3.00
Lunch$1.65$1.65
Dinner$9.35$8.35

(g) Claims for meals will be allowed only when traveler departs from his official station or place of residence before, or returns to his official station or place of residence after, the following hours:

Depart before

Return after

Breakfast7:00 a.m.8:00 a.m.
Lunch11:30 a.m.2:00 p.m.
Dinner6:00 p.m.7:00 p.m.

(h) The standard travel voucher (division's form #HM-35) must be prepared and approved in all cases. Details of expenses are not required when claiming a per diem allowance except that original lodging receipts are required as evidence of overnight stays. Claims for reimbursement for travel of more than one day may be combined, e.g., four days at $24 for a total of $96. Entries of time of departure and time of return on the standard travel voucher must justify any claim for full or partial per diem allowance within the time limits listed in subdivision (g) of this section.
(i) When a member of the staff of a housing authority is required to attend evening meetings (authority meetings, tenant group meetings, etc.) after his regular working hours, a supper money allowance of $2.50 is authorized.

N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1625-4.2