Appendix A-Travel Reimbursement for the Living Donor Support Program

1. Transportation

  1. Privately owned vehicle (POV) mileage reimbursement rates - The Living Donor Support Program will reimburse use of a personal vehicle based on the standard mileage allowance established by the Internal Revenue Service (IRS) and the U.S. General Services Administration (GSA). By adhering to this allowance, reimbursements for mileage are not taxable. Reimbursements above these allowances are taxable. Current New York State privately owned vehicle mileage reimbursement rates can be found at POV mileage rates (archived) | GSA
  2. Rail travel (train) rates - The Living Donor Support Program will reimburse rail travel based on the standard allowance established by the Internal Revenue Service (IRS) and the U.S. General Services Administration (GSA). Rail travel | GSA
  3. Airfare rates - The Living Donor Support Program will reimburse air travel based on the standard allowance established by the Internal Revenue Service (IRS) and the U.S. General Services Administration (GSA) City Pair Program (CPP) | GSA

2. Lodging

  1. Reimbursements for overnight lodging associated with living donor related medical evaluations and care will only be paid when the distance is greater than 75 miles one way on roads traveled as per google maps or another generally accepted distance calculator from the donor's residence to the location of the living donation related evaluation, surgery, and/or medical care appointments.
  2. Reimbursement of lodging related expenses will be limited to posted General Services Administration (GSA) rates for lodging for the location where the lodging occurs.
  3. The Living Donor Support Program will reimburse for overnight lodging based on an allowance established by the General Service Administration (GSA) for travel within the continental United States (CONUS). By adhering to these allowances, reimbursements for lodging are not taxable. The maximum allowances for travel are updated in The New York Statewide Financial System each year to coincide with CONUS rate changes. The Department of State updates CONUS rates on the first of each month, these rates can be found at Lodging | GSA

3. Meals

  1. The Living Donor Support Program will reimburse for meals and incidental expenses (M&IE) based on per diem rates established by the United States General Services Administration (GSA) for travel within the continental United States. The per diem rates vary by location and year. The maximum per diem rates is updated annually in the Statewide Financial System (SFS) to coincide with federal General Services Administration rate changes. New York State does not reimburse for lunch; therefore, lunch is not included in the New York State meals and incidental expense (M&IE) per diem rate. M&IE breakdowns | GSA

Travel Related Expenses Verification

Documentation to support authorization of reimbursement for all travel related expenses includes supporting detail and documentation through an itemized receipt. Failure to submit required documents that support reimbursement risks non-reimbursement or denial of travel expenses.

Itemized receipts

An itemized receipt has ALL of the following pieces of information on it:

  • Business Name and/or Address
  • Date
  • Item(s) Purchased
  • Price of Each Item
  • Amount of Bill
  • Method of Payment
  • Time of Pickup and Where, Time of Dropoff and Where, and amount of miles logged for trip (for rideshares)
  • Parking location, timeframe and amount
  • Toll

Expenses covered by a reward program, cashback program, or third party such as a nonprofit organization will not be reimbursed. All requests for reimbursement must include an itemized receipt showing the method of payment.

All documentation is reviewed by the Living Donor Support Program. If further supportive documentation is required for reimbursement determination the Living Donor Support Program will seek to request further supportive documentation.

Transportation

The Living Donor Support Program will review each request for transportation to determine the most medically appropriate, cost-effective mode. Travel via private vehicle milage itemized receipts must include the date, destination, purpose and total milage driven. Rental car itemized receipts must include the rental agency, dates of service, itemized costs, and total amount paid. Airfare, bus and train itemized receipts must include the business name, passenger names, date(s) of travel, price of ticket(s), itemized taxes and fees, the total amount of the bill, and the method of payment.

Non-reimbursable expenses for transportation:

Non-reimbursable expenses include, but are not limited to:

Airfare:

  • Additional or overweight baggage fees
  • Seat selection or upgrade fees
  • Ticket change fees
  • Cancellation fees
  • In-flight WiFi
  • Cancellation of non-reimbursable tickets

*Note: One checked bag per approved traveler will be considered for reimbursement if the airline does not include the first bag at no cost.

Bus and Train:

  • Additional or overweight baggage fees
  • Seat selection or upgrade fees
  • Ticket change fees
  • Cancellation fees
  • WiFi services
  • Cancellation of non-reimbursable tickets

*Note: One checked bag per approved traveler will be considered for reimbursement if the airline does not include the first bag at no cost.

Lodging

The Living Donor Support Program will reimburse for lodging according to a valid itemized lodging invoice, post check out. The invoice must include the business name, date, dates of stay, price of each night, itemized taxes and fees, the total amount of the bill, and method of payment.

Non-reimbursable expenses for lodging:

Non-reimbursable expenses include, but are not limited to:

  • Room service
  • Ordering of games, movies
  • WiFi access charges
  • Telephone access charges
  • Security or safety deposit box
  • Meal delivery service
  • Tips to hotel/lodging staff
  • Laundry service
  • Minibar charges

Meals

Meals expenses are only eligible for reimbursement when the travelers are in travel status. The Living Donor Support Program will not reimburse meal expenses incurred before engaging in travel status or after the return home.

Non-reimbursable expenses for meals:

Non-reimbursable expenses include, but are not limited to:

  • Receipted items that cannot be identified as a consumable food or beverage
  • Tips
  • Alcoholic beverages
  • Gift cards
  • Meal vouchers
  • Rewards perks
  • Service fees
  • Delivery fees