We have been receiving a large increase in the number of Delinquently Filed Employee Travel Claim requests that are more than five months after travel and now require approval of the State Comptroller. Please remind all travelers that it is highly recommended that travel claims be filed within five (5) business days after returning from travel and no less frequently than once each pay period.
Travel claims filed more than two calendar months after travel are considered delinquent and require an additional form GAO-513 with a corrective action and approvals that escalate as the delinquency time increases. Once five or more months after travel, this form requires the signatures of the Agency Head or CFO (which cannot be delegated without express written permission by the State Comptroller) and the State Comptroller before the travel reimbursement can be paid.
Employees should be validating that their travel claims have been processed and the reimbursements have been received. Employees can validate reimbursements by checking their pay stubs, which are accessible through Y.E.S. Travel claims can be held up during the approval and payment process. When employees check on their reimbursements and follow up on any outstanding travel claims timely, they help prevent the additional work and approvals required due to delinquent travel claim requests.
Delinquent travel claims cause additional work for multiple people to include the employee, the supervisor, the travel processing staff, the agency head or CFO, GAO Travel, Central Payroll, and the State Comptroller. To obtain approval on the Form GAO-513, the associated GAO-503EZ and all supporting documentation must be completed and submitted for review. If an approved GAO-513 is not on file when the form requires State Comptroller approval, Central Payroll will prevent the delinquent reimbursement from being paid. All of this additional work can be eliminated with the timely submission, approval, and processing of travel claims.
For additional guidance, see SAAMs 5055 and 5056. If you have any travel exception or policy questions, email [email protected]. Employees with travel reimbursement questions should contact their supervisor, travel/financial units, and/or agency payroll.