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Before the Trip

The following list needs to be checked as you are planning your trip. These items will help you to determine the cost of your trip and will expedite the process.

• Check per diem rates for the area you are traveling to.
  (Over the Maximum Per Diem will require prior approval from your supervisor and the VP for Administration (via the submission of an over the max justification form). If prior approval is not obtained, the employee will be responsible for any overage above and beyond the state rate.
• We are Tax Exempt in New York, Florida, Maine, Missouri, New Jersey, North Dakota and Rhode Island. If you are traveling to any of these states and need the tax exemption forms for that area, please contact the travel coordinator. NYS Tax Exempt form is the ST-129 and available under Travel Forms. 
• If you would like to request a Travel Card or your trip, please fill out the application for a JP Morgan Chase – NYS Travel Card at least 4 weeks prior to your travel. The card can be used for many expenses, saving you out of pocket expenses.
• Decide on mode of transportation, keeping in mind that employees should always be traveling in the best interest of the state and in the most cost-effective way possible. 
• Airfare must be on a travel card and booked through our contract vendor unless you are able to save >$200 otherwise.
• Conference registration should be paid on Travel card or procurement card when able.
• Make sure appropriate Account information is filled in and account has the funds to support your trip.
• Approval by Supervisor and/or Account Manager for funds.
• Approval of your department VP for all out of state travel.

Please allow at least Two Weeks processing time for the Travel Requisition (T-1) before your scheduled departure date.

Travel Authorization Form (T-1) (Excel format); Complete in Excel, print, sign.