Expense Type Descriptions
The Expense Type is the specific classification of expense line items entered on an expense document. Travel
Authorizations (TAs) and Expense Reports (EXs) are considered expense documents in SFS. Expense Type is a required field found in the details section of the expense document entry screens. This job aid describes each available Expense Type.
Expense Type Quick Reference Guide
Expense Type Description Taxable?
Additional Airline Fees Additional fees associated with airline travel, e.g., checked baggage
N Agent Fees Fees paid to travel agents for
booking trips
N Bulkload (NonTax) Bulkload transactions only to
indicate a non-taxable expense
N Bulkload (Tax) Bulkload transactions only to
indicate a taxable expense
Y Commercial Air Travel Costs for commercial airline fares N Conference Costs associated with conferences,
seminars, conventions, etc.
N Cost of Supplies/Materials Costs associated with purchase of
work related supplies or materials
N Fuel for Travel Gasoline purchases associated with
a state or rental vehicle
N Hospitality Costs Costs associated with meeting room
rental, refreshments, etc.
N Internet/Phone Fees Business related expenses for phone
or internet fees
N Judcl Supl Fund (Non Tax) For use by the Unified Court System N Recpted Lodging Reimbursement of actual lodging
costs based on county of lodging, receipt required
N
Mass Transit Reimbursement of travel costs when using mass transit, e.g., bus,
Expense Type Description Taxable? subway, etc.
Membership Costs Reimbursement of costs associated with membership to work related groups or organizations
N
Mileage- Alternate Rate The lesser amount of
reimbursement when the more costly transportation option is chosen
N
Mileage -Personal Aircraft Mileage reimbursement for use of private aircraft
N Mileage - Automobile Mileage reimbursement for use of
personal automobile
N Mileage -Motorcycle Mileage reimbursement for use of
personal motorcycle
N Mileage- Transport Client Mileage reimbursement to travelers
who are required to use their personal vehicles to transport clients or residents
Y
Mileage - Transport Goods Mileage reimbursement to travelers who are required to use their personal vehicles to transport building or construction materials
Y
Misc Travel Expenses Miscellaneous travel expenses N Parking Fees Reimbursement of parking fees N Recpted Day Brkfst Reimbursement for breakfast while
on a day trip and leaving at least one hour before normal work start time for which receipts are provided
Y
PDiem-Unrecpted Day Brkfst $5 reimbursement for breakfast while on a day trip and leaving at least one hour before normal work start time for which receipts are not required
Y
Recpted Day Dinner Reimbursement for dinner while on a day trip and returning at least two
Expense Type Description Taxable? hours after normal work end time
for which receipts are provided PDiem- Unrecpted Day
Dinner
$12 reimbursement for dinner while on a day trip and returning at least two hours after normal work end time for which receipts are not required
Y
PDiem-Pub Official Day A fixed per diem amount for reimbursement of meals and incidental expenses incurred on a day trip to Commissioners and certain Senior Officials
Y
PDiem- Escort Lunch $3.50 reimbursement for escorting inmates/clients between 11:00am and 1:00pm
Y
Inmate/Client Brkfst Reimbursement of inmate/client breakfast
N Inmate/Client Dinner Reimbursement of inmate/client
dinner
N Inmate/Client Lunch Reimbursement of inmate/client
lunch
N PDiem-Ovrngt Extra Brkfst Reimbursement for an additional
breakfast when staying overnight and leaving at least one hour before normal work start time
N
PDiem-Ovrngt Extra Dinner Reimbursement for an additional dinner when staying overnight and returning at least two hours after normal work end time
N
PDiem-Ovrngt Meals Reimbursement for per diem amount of dinner and breakfast when staying overnight
N
PDiem-Pub Official Ovrngt A fixed $75 per diem for
reimbursement of meals, lodging and incidental expenses to non-salaried Public Officers
Expense Type Description Taxable? PDiem-Unrecpted Ovrngt A fixed per diem amount based on
location for reimbursement of meals, lodging and incidental expenses for which receipts are not required
N
Postage Costs Reimbursement of postage expense N Moving Expenses ( NonTax) Reimbursement of moving expense
when relocation is necessary due to employment, transfers,
reassignments, or promotions
N
Moving Expenses (Tax) Taxable amount of moving expense when relocation is necessary due to employment, transfers,
reassignments, or promotions
Y
Subscriptions Costs associated with subscriptions, publications, etc.
N Taxi/Car Service Reimbursement of taxi and/or car
service expense
N
Tolls Paid Reimbursement of tolls paid N
Train Tickets Used to reimburse train travel N Train Tickets - Prepaid Indicates use of a prepaid train
ticket
N
Training/Education Training and/or education expense Tuition reimbursements over $5,250 annually Uniform Allowance Allowance for uniforms required to
perform job duties
Non-M/C who don’t provide receipts
Vehicle Rental Reimbursement of rental vehicle N Weekend Allowance Additional reimbursement over per
diem for weekend travel in accordance with bargaining agreements
N
Expense Type Descriptions
Additional Airline Fees
Costs for additional fees associated with airline travel, e.g., checked baggage.
Agent Fees
Travelers will be reimbursed for fees paid to travel agents for booking trips.
Bulkload – Non-Taxable Expense
Used for legacy bulkload transactions only to indicate a non-taxable expense. This will be the default for agencies using legacy format who don’t indicate an expense type on a KTV batch type.
Bulkload – Taxable Expense
Used for legacy bulkload transactions only to indicate a taxable expense.
Commercial Air Travel
Costs for commercial airline fares while traveling on state business. The passenger’s portion of the airline ticket or an e-ticket must be submitted with the expense report, boarding passes are not acceptable. When traveling by commercial air, the contract established by OGS for airline travel may be accessed clicking here.
Conference
Costs associated with conferences, seminars, conventions, etc.
Cost of Supplies and Materials
Reimbursement of costs associated with purchase of work related supplies or materials.
Fuel for Travel
Gasoline purchases associated with a state or rental vehicle will be reimbursed.
Hospitality Costs
Reimbursement of costs associated with meeting room rental, refreshments provided for meetings, etc.
Internet / Phone Fees
Business related expenses for phone or internet fees while in travel status.
Judicial Supplemental Support Fund (non taxable)
For use by the Unified Court System.
Lodging Hotel / Motel
Mass Transit
Reimbursement of travel costs when using mass transit e.g. bus, subway, etc.
Membership Costs
Reimbursement of costs associated with membership to work related groups or organizations.
Mileage Reimbursement Expense Types
Mileage – Alternate Rate
A personal vehicle may be used when a cheaper alternative is available. However, the traveler will be reimbursed for the lesser of the cost to rent a vehicle or the mileage reimbursement. The cost of the rental car will be entered in this expense type. The NYS GOER site provides calculators to determine the cheapest alternative. See Rental Car vs. Personal Car Cost Calculator - GOER Travel Site.
Mileage – Personal Aircraft
Personal aircraft may be used for travel if several requirements are met (See OSC’s Travel Manual). The reimbursement rate for use of private aircraft is at the same rate as the reimbursement rate for a private automobile. See current rates - Mileage Rates - OSC Travel Manual.
Mileage – Personal Automobile
Expense Type used to reimburse personal automobile mileage. Mileage reimbursement rates are determined by the Internal Revenue Service and collective bargaining agreements. See current rates - Mileage Rates - OSC Travel Manual.
Mileage – Personal Motorcycle
Expense Type used to reimburse personal motorcycle mileage. Mileage reimbursement rates are determined by the Internal Revenue Service and collective bargaining agreements. See current rates - Mileage Rates - OSC Travel Manual.
Mileage – Transport Client
Use this expense type to reimburse travelers who are required to use their personal vehicles to transport clients or residents and receive additional mileage reimbursements in accordance with collective bargaining agreements. *Note: The additional mileage reimbursement is reportable as income to the IRS.
Mileage – Transport Goods
Use this expense type to reimburse travelers who are required to use their personal vehicles to transport heavy building or construction materials and receive additional mileage reimbursements in accordance with collective bargaining agreements. *Note: The additional mileage reimbursement is reportable as income to the IRS.
Non Reimbursable
Represents personal items purchased using the State Travel Card. Use this expense type to capture money to be reimbursed to the state.
Other Miscellaneous Travel Expenses
Parking
All reasonable and necessary parking fees will be reimbursed while in travel status, whether paid in cash or with personally issued EZ Pass.
Meal Reimbursements / Per Diem Expense Types
Per Diem Day Breakfast Receipted (PDIEM5)
Travelers may be reimbursed for breakfast for day trips based on departure and return times. Travelers are entitled to reimbursement for breakfast if they have to leave at least one hour before their normal work start time.
Reimbursement is at the same rate as the breakfast allowance for Per Diem 3. Reimbursement will be for ACTUAL expenses up to the breakfast allowance. *Note that day trip meal reimbursements are taxable.
Per Diem Day Breakfast Unreceipted (PDIEM7)
Travelers may be reimbursed for breakfast for day trips based on departure and return times. Travelers are entitled to reimbursement for breakfast if they have to leave at least one hour before their normal work start time. The reimbursement amount is currently $5.00 as indicated by the OSC Travel Manual dated 9/1/2008.*Note that day trip meal reimbursements are taxable.
Per Diem Day Dinner Receipted (PDIEM6)
Travelers may be reimbursed for dinner for day trips based on departure and return times. Travelers are entitled to reimbursement for dinner if they return at least two hours later than their normal work ending time.
Reimbursement is at the same rate as the dinner allowance for Per Diem 4. Reimbursement will be for ACTUAL expenses up to the dinner allowance. *Note that day trip meal reimbursements are taxable.
Per Diem Day Dinner Unreceipted (PDIEM8)
Travelers may be reimbursed for dinner for day trips based on departure and return times. Travelers are entitled to reimbursement for dinner if they return at least two hours later than their normal work ending time.
Per Diem Day Public Official (PDIEM9)
Expense Type used to reimburse Commissioners, certain senior officials and non-salaried public officers when in travel status for a significant portion of a day with no overnight stay. Such official/officer is eligible for a $25 per diem allowance to cover meals and incidental expenses.
Officials/Officers with meal receipts can be reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area of travel (use Per Diem 5 and/or Per Diem 6). *Note that day trip meal
reimbursements are taxable.
Per Diem Escort Lunch Subsidy (PDIEM15)
The state will provide eligible employees escorting inmates/clients between the hours of 11:00am and
1:00pm, and who purchase a noon meal for said inmate/client, a subsidy of $3.50 for the purpose of
purchasing their own noon meal. Payment of the subsidy is contingent on the submission of the receipt
for the inmate’s meal. *Note that this meal subsidy is taxable.
Per Diem Inmate / Client Breakfast (PDIEM13)
Breakfast charges, when purchased for an inmate/client, will be allowed at actual cost up to, but not to exceed the allowable State rates and must be documented by a receipt. *Note that this per diem type is not taxable to the employee escorting the Inmate/Client.
Per Diem Inmate / Client Dinner (PDIEM14)
Dinner charges, when purchased for an inmate/client, will be allowed at actual cost up to, but not to exceed the allowable State rates and must be documented by a receipt. *Note that this per diem type is not taxable to the employee escorting the Inmate/Client.
Per Diem Inmate / Client Lunch (PDIEM12)
Lunches purchased when required for an inmate/client, documented by a receipt and approved by
necessary personnel, will be allowed at actual cost up to but not to exceed $3.50.
*Note that this per diem type is not taxable to the employee escorting the Inmate/Client.
Per Diem Overnight Additional Breakfast (PDIEM3)
Travelers using the Receipted Method, Per Diem 2, will also be eligible for an additional per diem for breakfast if they have to leave at least one hour before their normal work start time the first day of their trip. The meal allowance for the location to which they travel is broken down into a breakfast amount and a dinner amount determined by the total Per Diem amount for that location. See Meal Allowance Breakdown – OSC Travel Manual.
Per Diem Overnight Additional Dinner (PDIEM4)
Travelers using the Receipted Method, Per Diem 2, will also be eligible for an additional per diem for dinner if they return at least two hours later than their normal work ending time on the last day of travel. The meal allowance for the location to which they travel is broken down into a breakfast amount and a dinner amount determined by the total meal Per Diem amount for that location. See Meal Allowance Breakdown – OSC Travel Manual.
Per Diem Overnight Dinner and Breakfast – Method 2 (PDIEM2)
a traveler is in overnight travel status, the traveler is eligible for reimbursement of per diem allowance for meals. The meal per diem is for dinner the first night and breakfast the following day.
Travelers using this method are also eligible for an additional per diem for breakfast if they have to leave at least one hour before their normal work start time the first day, and/or for dinner if they return at least two hours later than their normal work ending time on the last day of travel. The meal per diem allowance is apportioned for breakfast and dinner. See Meal Allowance Breakdown – OSC Travel Manual. The per diem rates for locations within the continental United States are revised annually and are available online from the US General Services
Administration. Additionally, rates for locations in foreign countries are also available from this site as well. These rates are updated more frequently.
Per Diem Overnight Senior Public Official (PDIEM10)
In accordance with State Finance Law Section 109(5) and Section 24 of Chapter 986 of the Laws of 1984,
Commissioners and certain senior officials are entitled to reimbursement for actual and necessary transportation expenses and a fixed per diem when in travel status in accordance with the following schedule.
• $100 per day in New York City and the counties of Erie, Monroe, Nassau, Suffolk and Westchester • $75 per day for travel to all other locations
The fixed per diem rates (as opposed to the receipted rates set forth in Method 2) provide for a flat rate allowance for meals, lodging and incidental expenses regardless of where lodging is obtained, including lodging with relatives or friends. No receipts are required when using the fixed per diem rates.
Per Diem Unreceipted – Method 1 (PDIEM1)
This method allows for a flat rate allowance for meals, lodging and incidental expenses regardless of where lodging is obtained, including staying with relatives or friends. Rates are established based on the city or county where lodging is obtained or the location to which the employee was traveling, whichever rate is LESS, and the location must be indicated on the Travel Expense Report. Rates are established in the OSC Travel Manual.
Location Per Diem
New York City and Nassau, Suffolk, Rockland and Westchester Counties $50.00
Cities of Albany, Binghamton, Buffalo, Rochester, Syracuse and their respective
surrounding metropolitan areas $40.00
All other location in New York State $35.00
Out of State (this includes any out of state tax on lodging) $50.00
Postage Costs
Employees may be entitled to reimbursement for necessary, business related postage expenses while in travel status.
Relocation Expenses (non-taxable)
In some instances, employees may be entitled to relocation expenses when relocation is necessary due to
employment, transfers, reassignments or promotions. In some cases, this amount is non-taxable. This expense type is for non-taxable reimbursements.
Relocation Expenses (taxable)
In some instances, employees may be entitled to relocation expenses when relocation is necessary due to
employment, transfers, reassignments or promotions. In some cases, this amount is taxable. This expense type is for taxable reimbursements.
Subscriptions
Reimbursement of costs associated with subscriptions to work related trace magazines, etc.
Taxi / Car Service
Reimbursement for travel costs related to taxi fare or car service.
Tolls Paid
All reasonable and necessary toll charges (tolls on toll roads, bridges and tunnels) will be reimbursed while in travel status, whether paid in cash or with personally issued EZ Pass.
Train Tickets
Train Tickets – PrePaid
Agencies can and do purchase train tickets in bulk, to keep on hand for future travel. Travelers will need to enter these pre-paid tickets in the Expense Report to reconcile their use, but will not be reimbursed for them.
Training / Education
Costs for classes, training courses, etc.
Uniform Allowance
Reimbursement of costs associated with the purchase of uniforms, work related clothing, footwear, etc.
Vehicle Rental
Reimbursement for vehicle rental, when that option is necessary or most prudent.