Notable Policies

• See Speaker Contracts

Under certain circumstances, cost of food and beverages can be considered an appropriate NYS expenditure.  This policy is intended to clarify those circumstances and limitations.

General Guidelines:

1. Under no circumstances is the cost of alcoholic beverages acceptable. Alcohol purchases should be billed separately and paid for with non-state funds if necessary.
2. Normally NYS employees should not be recipients of food/beverages because such costs are considered a personal responsibility. Certain circumstances as noted below, are acceptable.

3. When NYS employees are in non-travel status, food/beverage purchases must be related to official business and vital to the attainment of the business purpose. Generally, purchases that are or have the appearance of being a social or courtesy event are not appropriate NYS expenditures (this includes birthday, retirement, and promotion receptions).
4. The maximum tip allowed for food/beverage is 20% of the bill (this excludes alcohol which should be billed separately).
5. Food expenses must be justified (serve a business purpose) and be reasonable. The department/employee should submit copies of the following:
   • Itemized invoices/receipts
   • Information about the event/purpose/conference agenda
   • A list of attendees
   • Cortland Auxiliary Services Waiver

  Circumstances when food/beverages purchases are acceptable:

• Meals While in Travel Status - An employee may be entitled to the reimbursement for food and beverage purchases while in travel status. The payment would not exceed the per diem amount allowed by the State of New York.  These guidelines on per diem amounts can be found on the Purchasing and Accounts Payable website. 
• School Partnership Development – Department would call a vendor in the area the teacher is visiting and order food to be picked up. Department Secretary would pay with procurement card over the phone.
• Before/After School Teacher Supervisor Meetings
  • Department would call a vendor in the area the teacher is visiting and order food to be picked up. Department Secretary would pay with procurement card over the phone.
• Data Retreats/Campus Meetings with External Visitors
  • Cortland Auxiliary Services must be used unless they waive the requirement in writing. Waiver must be attached to purchase order request.
• Campus Approved Student Events
  • Cortland Auxiliary Services must be used unless they waive the requirement in writing. Waiver must be attached to purchase order request.
• Campus Guest Meals (i.e. speakers, candidates, artists, reviewers, etc.)
  • Local restaurants should be used that have been established as an acceptable vendor for the campus. These vendors will provide an invoice to be paid after the event by submitting a PO within Red Dragon Depot.
  • The maximum number of University employees that can accompany a campus guest is two (2).
  • Meal Allowances, per the President's Cabinet, the allowable rates for campus guest-related meal expenses are as follows:
    • Breakfast: $13/person
    • Lunch: $18/person
    • Dinner: $35/person

NOR stands for "No Order Required" or "No Order Received".

The only acceptable times for our office to receive an NOR include the following:

• Renewals of software, hardware, and equipment license maintenance agreements
• Library acquisitions (periodicals, subscriptions, books, etc.)
• Certifications and accreditation programs
• Emergency repairs
• Dues and subscriptions
• Rental car invoices
• Local hotel folios/invoices for non-employee stays

Invoices associated with an open PO or contract are not considered NORs.

Contract Approval and Signature Authority Policy

• Only personnel with signatures on file with the Office of the State Comptroller (OSC) are authorized to sign on behalf of the campus.
• All contracts, contract renewals, and contract amendments need to be sent to our office for review.
  • This process can take more than 30 days. Please plan to look into renewals well in advance of the contract expiration.
• In the event an individual signs a contract and is not an authorized signer, they become personally responsible for the contract and the campus does not guarantee payment for the services/commodities.