Wherever possible, public transportation should be used since it is the most economical means of transportation as per the DOE’s Standard Operating Procedures. The Division of Early Childhood Operations team is authorized to maintain a supply of two-trip MetroCards which staff can use to travel for official business.

If a program team has a continued need for MetroCards throughout the school year, they can email the DECE Contracts & Purchasing Team requesting their own supply for distribution to their staff. The minimum amount requested is a batch of fifty cards. MetroCards must be stored in a secure location with access limited to authorized staff. The team must designate an individual who will act as the “custodian” of the MetroCards. The “custodian” distributing the MetroCards must maintain a log that is completed before releasing the MetroCard to the traveler.

It should be noted that requests for a batch of fifty or more cards should be requested at least two to three weeks in advance since time is needed for both the processing of a purchase order and the delivery of the cards to our office. Smaller amounts are generally on hand with the Operations team.

This option is only used when an employee is seeking reimbursement of expenses relating to the use of their personal vehicle to attend things such as meetings, workshops, conferences, site visits, etc. This should be done on a monthly basis for all of the expenses/dates within that month.

STEP #1 - From the main TRAC screen, the user must begin with accessing this link: “Request for Use of Personal Vehicle." This form must be completed PRIOR to using your personal vehicle for DOE business. An approved form is good for a period not to exceed 31 days. A new form must be completed for each 31 day cycle. Once the form is completed and approved, a number will be assigned for tracking purposes (Tracking Number). An employee cannot proceed to enter information for their Local TRAC Reimbursement until this number is generated.

STEP #2 - After completion and approval of the request for use of personal vehicle, the employee can now proceed to enter information to seek reimbursement. Here you would select “Local Travel Reimbursement.”

STEP #3 – You need to enter your employee reference number in order to proceed. This will call up your name, location code, and DOE email. You can then use your office telephone number but the address entered must be your home address where the reimbursement check will be going. It should not be addressed to the office.

STEP #4 – Enter a brief narrative such as a conference or workshop name, names of sites visited, date, etc. Make a selection from the justification drop down. Enter the city (borough) where the conference, training, workshop occurred. You must enter information for each date separately. Add More Dates or Next.

STEP #5 – Enter your expense details such actual or minimum mileage. If you click on minimum mileage it will pre-populate with 30 miles and $8.40 which is the daily minimum. You cannot proceed here without having an approved personal car approval number. Expenses need to be entered for each individual day you entered in step #4.

STEP #6 – Enter your approver’s email, name, and title. You must also enter the same information for the (copy to) person processing the reimbursement knows when to fund the request.

STEP #7 - Supporting Documentation is required to submit a TRAC. Click the Browse button to search for documents contained on your computer’s hard drive or portable storage device. This could be things such as a workshop or conference flyer, meeting invite, etc. Make sure the file is uploaded.

STEP #8 – Confirm all of the information entered, click on the certification box and then Submit.

Please retain the TRAC Tracking ID number and the approver.

Print the email along with all supporting documentation (ex. Google Maps directions with mileage, toll receipts, EZ Pass statements, parking receipts, etc). This should be given to the Operations Travel Team member processing your request. This will be reviewed, funded, and sent to the Central Business and Finance Office. It generally takes approximately 2-3 weeks to receive a check.

This option is only used when an employee is seeking reimbursement of expenses relating to the use of their personal vehicle to attend things such as meetings, workshops, conferences, site visits, etc. This should be done on a monthly basis for all of the expenses / dates within that month.

Employees should use cash wherever possible and request a receipt since this will be the easiest supporting documentation required for reimbursement. If the employee prefers using a debit/credit card for any charges for which you will be seeking reimbursement, then the employee must not only submit the original receipts but a copy of the debit/credit card statement with your complete mailing address.

Other items needed for reimbursement are:

• Airline ticket stub/E ticket even though paid centrally.

• A copy of the hotel bill received when checking out.

• The conference agenda which should include the conference name, date, and location.

• Original itemized receipts for any meals not included with conference:  For example, GSA for meals in San Antonio, TX are $61 per day, *(Breakfast = $14, Lunch = $16 & Dinner = $26). Factoring in any meals provided by the conference, or meals affected by reduced departures or returns. Please note that balances cannot be carried over from meal to meal.

• Ground Transportation receipts showing both the “To” and “From” locations, date and cost are needed for reimbursement. Please keep in mind that reimbursement is allowed for the following travel pairs:

  • • • • Home to airport or train

        • Airport or Train to hotel

        • Hotel to Conference (if not staying at host hotel)

        • Conference to Hotel

        • Hotel to airport or train station

        • Airport or train station to Home

Additional notes: Alcoholic beverages, incidentals, and NY State Sales Tax are not reimbursable. Taking a cab to or from a dining establishment for a meal is not a reimbursable expense.

The hotel is covered using Central funds. Your credit card will be required to cover any incidentals incurred during your stay.  When presenting a personal credit card, make be sure to stipulate that it’s only for incidentals.

Upon your return home, make two copies of the hotel bill (1 for your records and 1 for your supporting documentation) and fax to (718) 935-2038 within 48 hours of your return.

 Employees will receive a reminder email within a week after completing their trip. This email will remind the employee to schedule some time with a member of the travel team to review all supporting documentation to ensure everything is in order before submitting your actual expenses. Your supervisor will need to approve this document again, similar to how they approved it prior to your travel. Once everything is reviewed and approved it is ready for submission to our Central Finance Business and Finance Office for final approval.