Business Office
Travel Guidelines

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INTRODUCTION

The State of New York Office of the State Comptroller (OSC) and State University policies govern official travel and travel reimbursement. Actual and necessary expenses while in travel status supported by receipts and established per-diem rates for lodging and food may be reimbursed as well as personal car mileage (PCM) at prevailing reimbursement rates.

All travel reimbursement is subject to supervisory approval and availability of funds.

At times, travel may be funded through Research Foundation grants. As a legally independent corporate entity, the Research Foundation is not required to comply with New York State policies but rather adheres to sponsor mandates. To the extent practical, however, Research Foundation travel guidelines parallel those of State University and are described separately in the Project Director Guide issued by the R.F. Fiscal department of the Business Office.

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OFFICIAL BUSINESS

To protect the traveler and the institution, it is important to establish the official business nature of the travel prior to departure, whether or not costs are reimbursed. Unless formally stated elsewhere (specific reference in performance program, etc.) a fully approved Travel Authorization Request is necessary to satisfy this requirement.

Active New York State employee status normally demonstrates official business activity. However, official business may occur while in leave status, student status, Research Foundation employment status, volunteer status. In these circumstances it is especially important to formally establish the official business purpose and authorization for travel.

The Accounts Payable department of the Business Office administers travel and may be contacted regarding any of these guidelines, extension 2407.

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OFFICIAL STATION

In accordance with New York State Accounting System Procedures, Volume XI, Section 3.0600, Page 2, SUNY Cortland is to designate the official station for all employees for the purposes of official travel and reimbursement, in the best interest of the State.

Except when otherwise designated, all SUNY Cortland employees will have as their designated official station SUNY Cortland Main Campus, Cortland, New York 13045.

Some College employees whose primary and ongoing official work site is other than the main campus may have an official station designation as that work site. In some cases, a person's legal residence may be designated as official station so long as that residence is at least 35 miles from the main campus or branch campus site of SUNY Cortland, and no regular attendance at a main or branch campus is required as a condition of employment.

To have an assigned official station other than the main campus, the supervisor of the employee should designate in writing, gain the respective Vice Presidential approval, file with the Business Office-Accounts Payable, and advise the employee.

When in travel status, the designated official station shall be used in all time and reimbursement calculations, except that when travel commences from an employee's residence, the departure point shall be the residence or official station, whichever is closer to the destination. In this way, only actual costs will be reimbursed consistent with policy and tax law intent.

NOTE: To be eligible for reimbursement of meal and lodging expenses, the traveler must be in continuous travel at least three hours with a destination greater than 35 miles from the employee's residence and official station.

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TRAVEL AUTHORIZATION

Campus authorization to travel is required for official State business, whether or not cost reimbursement will occur. This is to ensure that the travel is endorsed as part of the College's activities and to verify the staff member's travel status in the event of accident or death. A standard campus form, Travel Authorization Request, must be completed by the traveler, signed by the appropriate supervisor and forwarded to the Business Office (Accounts Payable) for filing and any cost reimbursement.

The traveler completes the Travel Authorization Request stating destination, travel dates, purpose of travel and account code to be charged.

The traveler signs the authorization and forwards for supervisory signature.

The completed form is forwarded to Accounts Payable.

Items for Special Consideration:

In cases of non-overnight, local (under 35 miles) travel incidental to on-campus activities, often of an unscheduled nature, it may be impractical to process a formal Travel Authorization Request. In this circumstance, it is suggested that notification to one's immediate supervisor occur to document the official nature of the travel in protection of the individual. The following are examples of the above:

Travel occurring while on leave (sabbatical, etc.) or during non-obligation periods (e.g., during intersessions/spring breaks/summers) would normally be considered personal and therefore exempt from this procedure unless a direct College responsibility. Similarly, jury duty or other compensated activities normally are considered personal and exempt from this procedure.

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REQUESTS FOR OVER-THE-MAXIMUM TRAVEL RATES

The Office of the State Comptroller's Bulletin G-180 extends to Agency Chief Fiscal officers the authority to approve exceptions to standard travel rates when deemed necessary. On this campus, review for pre-approval of over-the-maximum requests are performed by the Vice President for Finance and Management after approval by the travelers appropriate Vice President.  All such requests (including justifications) must be made in writing BEFORE the trip and a signature-approved copy of the request must be forwarded with the travel voucher for reimbursement after travel completion.

The Research Foundation of SUNY extends to R.F. Operations Managers the authority to approve exceptions to standard travel rates when deemed appropriate and necessary. On this campus, review for pre-approval of over-the-maximum requests are performed by the Vice President for Finance and Management.  All such requests (including justification) must be made in writing BEFORE the trip and a signature-approved copy of the request must be forwarded with the travel voucher for reimbursement after travel completion.

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CONFERENCE REGISTRATION FEES

Registration fees for conferences may be paid directly by the traveler with reimbursement via Travel Voucher after the trip when supported by a proper registration receipt, or may be paid via travel advance or purchase order prior to the conference.

To Secure Registration via Purchase Order:

  1. The traveler executes a Travel Authorization Form.
  2. The traveler completes a purchase requisition listing the conference holder, name of conference, name(s) of person(s) attending, date(s) of conference, and registration fee. The purchase requisition is then forwarded for appropriate signatures in the usual manner.
  3. When the purchase requisition is received by Purchasing, a purchase order is created and forwarded to the conference holder to secure registrants participation in the conference.
* Note: Actual payment for a registration fee via a purchase order cannot be processed until after the conference is held. Conference attendees should check at the point of making arrangements to attend if a purchase order will secure registration.

To Secure Registration via Travel Advance:

  1. The traveler executes a Travel Authorization Form.
  2. The traveler completes an Application for Travel Advance form for the amount of the registration fee plus per diem expenses required and indicates the date the advance is needed. The advance form is forwarded with the Travel Authorization for appropriate signature approvals.
  3. When the approved Travel Advance Request is received by Accounts Payable, an advance check is issued to the traveler.
  4. Accounts Payable contacts the traveler when the check is ready to be picked up.
Note: Travel Advance checks must be made payable to the individual, not to the organization holding the conference, thus requiring personal registration payment. All advances made for registration fees must adhere to the travel advance limits of $400.00 maximum, $19.00 minimum.

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TRAVEL ADVANCES

Travel Advances are available but must be requested prior to travel to cover per diem costs of meals and lodging as well as registration fees in cases where a purchase order is not accepted (see Conference Registration Fees).

If a travel advance is requested, an Application and Account for Travel Advance form must be completed with appropriate signatures and forwarded to Accounts Payable. A Travel Authorization Request form must be on file with Accounts Payable for issuance of the advance.

The Advance request amount may not be less than $19.00 or greater than $400.00 (per Office of the State Comptroller guidelines).

Advances will be issued by Accounts Payable approximately three days before the date of travel unless otherwise noted on Advance Form. Advance repayment is accomplished through the voucher reimbursement process, however the Advance recipient (i.e., the traveler) is fully liable for repayment of any and all advance amounts which are not reimbursable via travel voucher.

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SUNY AMERICAN EXPRESS CORPORATE CARDS

The State of New York has entered into an agreement with the American Express Company to provide Management/ Confidential, PEF, and UUP employees of SUNY with American Express Corporate Cards to charge State business expenses. This program has the support of the Office of the State Comptroller and the Division of the Budget and is a way of simplifying and modernizing the State's travel expense methods and procedures. Briefly, the System accomplishes the following:

Accounts Payable can provide more detailed information about the Corporate Card program. Briefly, the procedural steps are as follows: NOTE: The Corporate Card program is not to be confused with the Intercollegiate Athletics' American Express Program which has separate guidelines and requirements.

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TAX EXEMPT STATUS--IN-STATE LODGING

When traveling within the State of New York on official business, lodging charges may be exempted from State and Local Sales Taxes by presenting a Tax Exemption Certificate (Form AC 946) to the lodging vendor at the time of check-in. These certificates are available from Accounts Payable and should be acquired prior to travel since reimbursement for Sales Tax is not allowed by OSC when lodging is secured within the State.

Federal lodging per diem rates are now for room rates only, and do not include taxes.  When traveling outside of New York State on official business, reimbursement of actual costs paid for lodging taxes may be reimbursed to the traveler as a miscellaneous expense, subject to funding availability.

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HOTEL RESERVATIONS

Hotel reservations are normally made by the traveler. Use of the American Express Corporate Card is recommended. Hotel/motels within N.Y. State should be advised that the business travel is sales tax exempt and that a Tax Exemption Certificate will be provided. "State rates" should be requested.

The traveler must obtain an itemized receipt in order to gain reimbursement.

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RECEIPT REQUIREMENTS AND MISCELLANEOUS TRAVEL EXPENSES

To be reimbursed for certain travel related expenses, original receipts must be provided as follows:

Lodging

Original receipt from the lodging establishment must accompany the travel voucher and must contain the following information:

A.  Name of traveler
B.  Name, address, and telephone number of lodging establishment
C.  Number of people in the room.
D.  Rate paid.
E.  Dates of occupancy.

NOTE:  If lodging is shared, the name(s) of the other employee(s) must be included on the voucher and each employee must claim only their share of the actual lodging cost.  If lodging is shared with a non-employee (i.e., spouse), the employee must document that the rate claimed is the rate for single room occupancy.

Meals

No receipts are required when in overnight status.

Common Carrier (Bus, Train, Airplane)

Original ticket passenger receipt must accompany the travel voucher detailing passenger name, travel dates, and amount of ticket.

Tolls, Parking, and Taxi or Shuttle Fares

Original receipts for each must accompany the travel voucher for reimbursement.

Gasoline

Original receipt which lists vehicle plate number, number of gallons purchased, name of vendor, and amount must accompany the travel reimbursement voucher.

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TRAVEL PER DIEM RATES

Per diem rates are established by the Federal government.  Rates are identified by county and the traveler must indicate the county as well as the city on the Travel Voucher (Form AC 132).   A full per diem is considered to be dinner the first day, and lodging and breakfast the following day.

Meal Allowances - The meal allowances for breakfast and dinner are allocated as follows, with different allowances based on locations:

                                                    Breakfast       Dinner
        $46 Meal Allowances                        $9             $37
        $42 Meal Allowances                        $8             $34
        $38 Meal Allowances                        $8             $30
        $34 Meal Allowances                        $7             $27
        $30 Meal Allowances                        $6             $24

Out-of-State and foreign per diem rates are available by contacting Accounts Payable at ext. 2407 or can be accessed via the Web at  http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/perd03d.html

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TRAVEL REIMBURSEMENT

The traveler completes a Travel Voucher (Form AC 132), attaching all receipts for lodging, tolls and miscellaneous expenses, registration fees, airline tickets, etc. along with a copy of the program brochure, and agenda, if applicable, for any conference attended.

The traveler completes and attaches to the Travel Voucher a Statement of Automobile Travel (Form AC 160) if personal car mileage (PCM) reimbursement is claimed.

The traveler signs, indicates official station and the correct home address, and forwards the Voucher and attachments for supervisory approval and signature.

The supervisor indicates the approved reimbursement amount and account number to be charged on the Travel Voucher, signs and forwards to the appropriate dean or vice president for signature and account coding if funding is being provided by those areas. The Travel Voucher is then forwarded to Accounts Payable.

Accounts Payable receives and date stamps the Voucher and matches with the Travel Authorization Request on file.

If required signatures are not affixed, the Voucher cannot be processed and is returned to the traveler or supervisor.

Accounts Payable audits the Travel Voucher in accordance with guidelines set forth in OSC Bulletin No. G-180.

Accounts Payable Audit Steps:

  1. Dates and times of departure and return are compared to dates on travel authorization.
  2. Location of travel is analyzed to determine county.
  3. Based on County, per diem rates are verified per G-180 to determine maximum lodging and meal rates allowed.
  4. All receipts are then scrutinized for proper dates and amounts and compared to charges indicated on Travel Voucher.
  5. Per diem rates on the Voucher are compared to the G-180 allowance.
  6. If personal car mileage reimbursement is requested, Accounts Payable verifies that a Statement of Automobile Travel has been properly completed and signed and that mileage is reasonable.

    7. It is expected that State vehicles will be used (see Use of State Vehicle) for official travel subject to availability. Request for Motor Vehicle form is to be used (see Use of State Vehicle).
  7. Accounts Payable verifies the Personal Car Mileage (PCM) reimbursement rate for the traveler's negotiating unit (see below for information on determining reimbursement rates).
  8. Accounts Payable determines whether a travel advance has been issued for the vouchered trip. If so, a Payee Continuation form is completed, and the amount of the travel advance is deducted from the reimbursement amount on the voucher. If the travel advance amount is greater than the voucher amount, a repayment for the difference is requested from the traveler.
  9. As a final step, Accounts Payable verifies accuracy of all addition and multiplication.
  10. If there is a dollar limit imposed on travel reimbursement, Accounts Payable limits reimbursement to the amount indicated, records appropriate liability dates and proceeds with key entry via the SUNY Network.
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PERSONAL CAR MILEAGE

Reimbursement for personal car mileage is made in accordance with the rates established by the employee's respective bargaining agreement, with some units basing reimbursement on the standard allowance established by the Internal Revenue Service. These rates change periodically and will be verified by Accounts Payable when vouchering.

Personal car mileage reimbursement rates can be accessed via the web at:  http://www.osc.state.ny.us/agencies/travel/mileage.htm

To document personal car mileage for reimbursement, travelers must complete a Statement of Automobile Travel
(Form AC 160) detailing the mileage claimed, sign, and attach to the Travel Reimbursement Voucher.

Note the following excerpt from published OGS Bureau of Insurance Guidelines regarding Conditions of Use of Personal Vehicles.
 

CONDITIONS OF USE OF PERSONAL VEHICLES
FOR PERSONNEL AUTHORIZED TO USE THEIR PERSONAL VEHICLE ON OFFICIAL STATE BUSINESS, THE FOLLOWING CONDITIONS AND/OR STATE COVERAGES APPLY.
1. THERE IS NO STATE COVERAGE FOR:
UNINSURED/UNDERINSURED MOTORISTS
PERSONAL INJURY PROTECTION
MEDICAL PAYMENTS
THESE COVERAGES MUST BE PROVIDED THROUGH YOUR OWN
PERSONAL POLICY.
2. WORKER'S COMPENSATION COVERAGE IS PROVIDED THE SAME AS IF YOU WERE USING A STATE OWNED VEHICLE ON STATE  BUSINESS.
3. COMPREHENSIVE & COLLISION LOSSES TO THE PERSONAL
    VEHICLE  ARE NOT COVERED BY THE STATE.
4. LIABILITY TO OTHER PERSONS, INCLUDING YOUR PASSENGERS MUST BE COVERED BY YOUR OWN PERSONAL AUTO POLICY. IF LOSSES EXCEED YOUR POLICY LIMITS, THE STATE WILL COVER THE EXCESS LIABILITY UNDER PUBLIC OFFICERS LAW, SECTION 17,  ARTICLE 2.
IF YOU USE YOUR PERSONAL VEHICLE ON A REGULAR BASIS ON STATE BUSINESS YOU SHOULD CONTACT YOUR INSURANCE AGENT OR COMPANY TO ENSURE THAT YOU ARE PROPERLY COVERED.
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USE OF STATE VEHICLES

The College maintains a fleet of State-owned (College-owned) passenger cars and vans for official business travel. Whenever practicable, State-owned vehicles are to be used, based upon economy, availability and requirements. State University of New York and SUNY Cortland set forth the following requirements for use of State-owned vehicles:

  1. Eligibility
    1. Must be used only for official University business.
    2. The driver must be a New York State employee (see 7, 8 below) except that special provision may be made for student drivers (see below).
    3. The driver must hold a valid N.Y.S. driver's license and accept responsibility for adherence to all vehicle and traffic laws.
    4. All passengers must be on official University business.
    5. Personal or unrelated travel may not be combined with official business travel.
    6. Duration of travel normally should not exceed three days and cost of extended parking (airport, etc.) should not be excessive.
    7. State-owned vehicles may not be used by Affiliated Organizations unless all of the above requirements are met. This includes the requirement that the driver be a N.Y.S. employee. Cost reimbursement, however, may be from a non-state source.
    8. If formally appointed as a volunteer, a person is considered to have met the N.Y.S. employee requirement.
    9. The College is reimbursed at the prevailing per mile rate as a Recharge to College departments, by journal to IFR accounts or by invoicing to Affiliated Organizations.
If all of the above conditions cannot be met, preventing use of a State vehicle, justification should accompany the Travel Authorization; otherwise a Request for Motor Vehicle form must be submitted.

Note the following excerpt from published OGS Bureau of Insurance Guidelines.
 

The State of New York is self insured for its motor vehicle liability. The Self Insured program provides statutory liability, no-fault, and UM coverage subject to the laws of New York State. Suits for bodily injury and property damage in excess of statutory limits, are brought in the NY State Court of Claims, which is supported by a multi-million dollar annual appropriation. The OGS Bureau of Insurance administers the program on behalf of the State of New York. B. Student Use of State-owned Vehicles:
    1. Application for use of a state vehicle by a student driver must be processed through the Department of Public Safety.
    2. State-owned vehicles may be used for transporting students only for the purpose of field trips required for an instructional or research program or to intercollegiate competitions in such fields as athletics, speech, music and drama, and other social, recreational, cultural and educational programs authorized by the chief administrative officer or his/her designee, provided such events are accompanied by a member of the campus staff.
    3. Students will be assigned to drive State cars only when it is not feasible to use another driver. Separate authorization for the use of a student driver must be made for each trip.
    4. All designated drivers must have a valid New York State driver's license.
    5. Approval for use is given by the Department of Public Safety and the chief administrative officer/designee.
C. Reserving a State-owned Vehicle:  
Application is made to the Physical Plant Transportation Center (located at the Service Group) using a Request for Motor Vehicle form. The form will be returned noting vehicle availability or unavailability. Unless otherwise noted, the vehicle is picked up from and returned to the Service Group at the times specified.

The account to be charged will automatically be assessed the prevailing per mile usage rate.

Other information and vehicle operating requirements are available from the Transportation Center.
 

 D. Disabled State Vehicle:  
If the vehicle malfunctions or is disabled, follow instructions in the DRIVER'S GUIDE found in the State vehicle glove box. For emergency repairs up to $75.00 use the fleet vehicle gasoline credit card for payment of the repair. For emergency repairs over $75.00 call the 800 number listed in the Driver's Guide. Go to Table of Contents or go to 

CAR RENTALS

Commercially rented vehicles may be used only when it is determined that use of other methods of transportation would be less cost-effective for the State. A satisfactory written justification for the use of a rented automobile is required when traveling within N.Y.S. (out-of-state rentals usually do not require a justification as their use is often self-explanatory). New York State law imposes a ten-day limitation on the use of rented automobiles used within New York State. There is no duration limitation for out-of-state travel.

Note the following excerpt from published OGS Bureau of Insurance Guidelines regarding Rental Vehicles.

WHAT YOU NEED TO KNOW AS A STATE EMPLOYEE
1.  ALWAYS RENT IN THE NAME OF THE STATE OF NEW YORK.
2.  THE RENTAL COMPANY MUST PROVIDE NEW YORK STATUTORY
     LIABILITY LIMITS OF INSURANCE IN THE AMOUNT OF
     $25,000/50,000/10,000 PLUS STATUTORY UNINSURED MOTORISTS
     AND NO FAULT COVERAGE.
3.  NEITHER YOU OR YOUR EMPLOYER ARE AUTHORIZED TO
     PURCHASE ANY ADDITIONAL INSURANCE WHEN RENTING A
     VEHICLE IN NEW YORK STATE.
4.  IN THE EVENT OF A SERIOUS ACCIDENT WHERE THE BASIC LIMITS
    ARE EXHAUSTED, THE STATE EMPLOYEE WOULD BE DEFENDED
    AND  INDEMNIFIED UNDER SECTION 17 OF THE PUBLIC OFFICERS
    LAW SUBJECT TO THE CONDITIONS CONTAINED THEREIN.
5. IF THE RENTAL VEHICLE IS DAMAGED, THE STATE IS RESPONSIBLE
    FOR A MAXIMUM OF $100 TO PRIVATE PASSENGER VEHICLES
    (INCLUDING MINI VANS), AND FULL VALUE FOR COMMERCIAL
    VEHICLES, SUCH AS LARGE VANS AND TRUCKS. IN THE EVENT
    YOU PAY THE $100, OGS WILL REIMBURSE YOU THROUGH THE
    BUREAU OF INSURANCE, WITH APPROPRIATE DOCUMENTATION.
6. IF MORE THAN ONE EMPLOYEE WILL BE DRIVING THE VEHICLE,
    ADDITIONAL DRIVERS MUST BE LISTED ON THE RENTAL
    CONTRACT. THE STATE SHOULD NOT PAY ADDITIONAL CHARGES
    FOR THESE DRIVERS. UNAUTHORIZED PERSONS SHOULD NOT BE
    ALLOWED TO DRIVE THE VEHICLE.
New York State currently has an exclusive agreement with Enterprise Car Rental which offers discounted rates to all State employees on official business rentals. Contact Accounts Payable for more information.

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NON-OVERNIGHT MEAL REIMBURSEMENT

The Internal Revenue Service considers non-overnight meals a non-essential travel cost, therefore any reimbursement is taxed as ordinary income. Consequently, special treatment is required by N.Y.S. to transfer such reimbursement from Travel to the Payroll system for tax withholding. If reimbursement is sought, the traveler completes a travel voucher as described elsewhere in these guidelines. Payroll tax withholding reflective of the reimbursed amount will occur in a subsequent paycheck.

The current non-overnight meal reimbursement rates are:
 

Breakfast $5.00
Dinner $12.00
(lunch is never reimbursed)
NOTE: Eligibility for reimbursement is determined by departure and return times which are generally prior to 7:00 a.m. and after 7:00 p.m..

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FOREIGN TRAVEL

Individuals traveling abroad on official business must adhere to all of the previously mentioned guidelines with regard to travel authorization, advances and receipt requirements. Per diem rates for foreign travel follow the rates established by the Federal government in the Maximum Travel Per Diem Allowances for Foreign Areas published monthly. This publication is on file in the Business Office and the rates may be obtained by contacting Accounts Payable at Ext. 2407. This information is also available on the WWW at http://www.state.gov/www/perdiems/index.html

The foreign travel rates provide for lodging costs up to a maximum amount and an allowance for meals.  If a traveler is not entitled to the full per diem, the meal allowance is divided into 80% for dinner and 20% for breakfast.

Travelers to foreign countries should document the exchange rate for the applicable foreign currency during the dates of travel because conversion to American dollars is required for reimbursement. These exchange rates are later verified by Accounts Payable when the travel voucher is processed.

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RESEARCH FOUNDATION TRAVEL

Please reference the SUNY Cortland Project Director's Guide.

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TRAVEL REIMBURSEMENT TO NON-STATE EMPLOYEES AND STUDENT TRAVEL

Travel reimbursements to non-employees are processed via a New York State Standard Voucher.  The Standard Voucher should contain the complete name, home address, and Social Security number of the person being reimbursed and the description block should specify the exact purpose for the payment including dates of the activity. The payee's signature must be entered in the Payee Certification block on the voucher. Effective February 1, 1994, all travel reimbursements to non-employees must be via Method II guidelines which require receipts for lodging (not for meals). All original receipts should be stapled to the Standard Voucher and forwarded for appropriate approval signatures and processing by Accounts Payable.

Reimbursement of student travel expenses may also be made via a Standard Voucher utilizing the same guidelines listed above if the student is attending an officially authorized event or other official University business. Original receipts and appropriate signatures and a justification describing the travel as official and necessary must accompany the voucher for reimbursement.

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INTERCOLLEGIATE ATHLETICS

These guidelines are supplemental to SUNY Procedures and are to be filed with the New York State Office of the State Comptroller.

The following procedures are fully approved by the State University College at Cortland Intercollegiate Athletics Board (CIAB):

  1. To provide for consistency of expense reimbursement under team travel, the required times for departure from and return to official station to justify a full per diem reimbursement shall be waived (i.e., 7:00 a.m., 7:00 p.m.).
  2. The maximum allowable Method I and Method II per diem rates are established at the prevailing New York State Method I and Method II rates. However, per diem reimbursements may be lower by CIAB determination and availability of resources.
  3. Coaches' travel expense reimbursement will adhere to prevailing New York State and bargaining unit rates and guidelines.
  4. Team coaches may utilize any combination of the following methods of travel costs as specified:
    1. Cash Advance: The team coach may obtain a New York State cash advance up to $2,500.00 per team trip to cover meals, lodging, tolls, parking fees, vehicle fuel when the vehicle credit card is not accepted. Receipts are required for tolls, parking, fuel, and Method II lodging.
    2. It is expected that New York State Standard Vouchers will be used to process payment for lodging, and are not to exceed $2,500.00, whenever advance arrangements can be made. A vendor billing (invoice) must be obtained and submitted with a completed Standard Voucher for payment.
    3. Athletics' American Express cards may be used for lodging, meals, and emergency vehicle repairs. Customer receipt copies must be retained by the coach for submission to Accounts Payable for payment.
All receipts, documentation, vendor invoices, reimbursement vouchers are to be received by the College Business Office within five working days of trip completion to allow prompt vendor payment, traveler reimbursement, and Cash Advance Fund replenishment.

All of the above methods will be administered through the IFR account and New York State structure subject to approval of University procedures by the Office of the State Comptroller; absent that approval, the College will declare and certify in writing the interim fiscal measures necessary to provide reasonable administrative support to Intercollegiate Athletics and may continue local procedures.

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