NYLA Reimbursement Requests

NYLA members may request reimbursement for approved expenses. Contact your section, roundtable or committee chair for details on approved expenses.

The current mileage reimbursement rate is 54.5 cents per mile.

You may submit scanned or photocopied receipts as proof of expenditures.  By signing the reimbursement request form you are attesting that the documentation you are submitting has not been altered in any way.

Click here for a Reimbursement Request Form. (PDF)

Reimbursement rates for travel within and outside of New York State are based on the New York State Reimbursement Rate for Professional, Scientific and Technical Employees.  The NYLA rates will change periodically, as the State rate changes, and as the Council decides.

Meals

Meals will be reimbursed when overnight travel is required.  When overnight travel is not necessary but the traveler must leave home before 7:00 am, breakfast will be reimbursed; or when the traveler must return home after 7:00 pm, dinner will be reimbursed. Actual expenses will be reimbursed, with receipts, up to: Breakfast: $15, Lunch: $25, Dinner: $40; per diem maximum of $70 Receipts are required. Alcohol is not reimbursable.

Lodging

Hotel rooms will be reimbursed when overnight travel is required and prior approval granted.  (Council, April 23, 1982)  Receipts are required. Overnight accommodations at the meeting site at the lowest possible lodging rate may be included when it is impossible to reach the meeting and return in a normal day's travel (7 am - 7 pm).  Residents within 50 miles of the meeting site shall not be eligible for lodging reimbursement.  Exceptions to this policy cannot be made without prior approval of the Executive Director.  Double occupancy at the official hotel is required whenever possible.

Click here for the current NYS Lodging Reimbursement Rates Maximums

NOTE: If neither the city nor the county is listed, the location is a standard CONUS destination with a rate of $60.00 for lodging and $39.00 for meals and incidental expenses (M&IE). 

Transportation

The least expensive form of transportation conveniently available is to be used.  Public transportation will be reimbursed at economy ticket price with receipts.  Expenses for air travel will not be reimbursed for residents within 200 miles of the meeting site.  Auto travel will be reimbursed at New York State Reimbursement Rate for Professional, Scientific, and Technical Employees for mileage plus tolls.  Actual expenses for a rental car will be reimbursed with receipts if no public ground transportation or private automobile is available, otherwise cost for a rental car will be reimbursed at no more that the cost of public ground transportation or mileage plus tolls, whichever is higher.

Parking

Actual expenses will be reimbursed with receipts.

Tips

Appropriate expenses for tips will be reimbursed.

Taxes

NYLA is a tax-exempt organization.  Tax-exempt forms are available for the NYLA Office.

Conference Registration

Expenses for NYLA Conference registration will not be reimbursed for NYLA members.  Expenses for registration at ALA Conferences and other approved conference attendance shall be reimbursed for the ALA Councilor and for NYLA staff with receipts.  Exceptions to this policy cannot be made without prior approval of Council.

Exceptions to these travel reimbursement policies and rates cannot be made without prior approval of the Executive Director.

 

Click here for a print and mail NYLA Reimbursement Request Form (PDF)

You may submit scanned or photocopied receipts as proof of expenditures.  By signing the reimbursement request form you are attesting that the documentation you are submitting has not been altered in any way.

Please do NOT submit reimbursement requests via more than one method (fax & mail).

Duplicate submissions can result in duplicate payments.