New York Codes, Rules and Regulations › Title 9 - EXECUTIVE DEPARTMENT › Subtitle S - Division of Housing and Community Renewal › Chapter III - Low Rent Housing › Subchapter C - Management Manual For Housing Authorities › Part 1625 - General Administration › Subpart 1625-4 - Travel Expenses › Section 1625-4.2 - Limitations on reimbursement

Current through Register Vol. 46, No. 28, July 10, 2024
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 diem
allowance
						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
Breakfast
7:00 a.m.
8:00 a.m.
Lunch
11:30 a.m.
2:00 p.m.
Dinner
6:00 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.