Official Activity Expense Payments

A State officer or employee may accept payment or reimbursement from third parties for travel and other expenses for an activity that is part of, and related to, his or her State job duties, provided certain conditions are met.

A “covered person” includes:

• Statewide elected officials;
• Officers and employees of New York State agencies (including departments, boards, bureaus, divisions, commissions, and councils) (*other than unpaid and per diem officers of those entities); and
• Members, directors, and employees of New York State public authorities and public benefit corporations (*other than unpaid and per diem members and directors of those entities).

Unpaid and per diem officers are excluded from Public Officers Law § 73; however, they are still bound by the conflict of interest rules found in Public Officers Law § 74. 

• Mode of travel and related expenses must be in accordance with your agency’s travel policy.  
• Payment or reimbursement from an “interested source” is ordinarily impermissible.
• Must report travel reimbursement on FDS if over $1,000.
• The agency/approving authority is required to maintain an Official Activity Approval for each approved request, and it must contain the information specified in Part 931.

Any covered person who is required to file a financial disclosure statement is required to report any Official Activity Expense Payment in excess of $1,000.