Trainings/Checklists/Guides

Trainings

Refresher Training - December 16, 2021

Topics covered:
- Purchasing Hierarchy
- Preferred Sources (who they are, what they sell, when to use them)
- P-Card (Unauthorized Purchases and Misuse or Abuse)
- Supplier Diversity

Travel Training

Topics covered:
- Airline Tickets
- Travel Authorization
- Car Rentals
- Conference Registration Fees
- Day Trip Mean Reimbursement
- Hotel Reservations
- Over-the-Max Lodging Request
- Personal Car Mileage
- Travel Advances
- Per Diem Rates
- Travel Voucher

Checklists

Travel Reimbursement

Employee Travel

☐ Travel Authorization Form – To be completed at least 2 weeks prior to departure.

Travel Advances
1. Allowed for Meals, Lodging, and/or Airfare (but not less than $75 total) and must be indicated on Travel Authorization
  1. Meals & Lodging – advance paid 2 weeks before departure
  2. Airfare – advance paid 4 weeks before departure
  3. Advances that exceed the actual travel reimbursement must be refunded and a check made payable to “SUNY Cortland” within 30 days of return.
Who needs to sign?

☐ Traveler

☐ Traveler’s Supervisor

☐ Dean or VP

☐ If traveling outside of NYS or international, Provost will need to sign (for Academic Affairs).

1. 1. 1. Foreign Travel

☐ Conference Registration Fees

If registration fees can be prepaid, Dept. AA should prepay this with their p-card.
If registration fees cannot be prepaid, then traveler will pay when they arrive.

☐ Modes of Transportation

☐ Airline
1. Check multiple airlines for times and dates of travel for best price available.
  1. Can be included with Travel Advance (up to 4 weeks prior to departure).
☐ Fleet Vehicle
1. ☐ Request a Fleet Vehicle to be completed at least 2 weeks prior to departure (e-form)
  1. If fleet waiver is provided (via email) – it will automatically be sent directly to travel@cortland.edu for filing.
☐ Car Rental (State Contract)
1. Enterprise – Contact Travel Administrator at travel@cortland.edu or x2306 for direct billing account #.
2. Hertz – Contact Travel Administrator at travel@cortland.edu or x2306 to make the reservation for you.
3. Rental FAQs
☐ Personal Vehicle
1. ☐ Does traveler work at the SUNY Cortland Campus?
  1. ☐ YES
    1. Without fleet waiver, reimbursement will be at current “If government-furnished automobile is available” rate per GSA.
    2. With fleet waiver, must complete an OGS Trip Calculator
      1. Traveler will be reimbursed the lesser of the cost of a rental car or driving their own personal vehicle according to OGS Trip Calculator.
  2. ☐ NO
    1. Must complete an OGS Trip Calculator
      1. Traveler will be reimbursed the lesser of the cost of a rental car or driving their own personal vehicle according to OGS Trip Calculator.

☐ Per Diem Rates

☐ Meals

☐ Day Trip

1. 1. Leave at or before 7:00 AM, entitled to breakfast (see website for current rates)
  2. Return at or after 7:00 PM. entitled to dinner (see website for current rates)

☐ Overnight Trip

1. 1. ☐ Method I (Un-Receipted Method) (uncommon)
    1. Staying with friends/family
      1. See Travel Rates Method 1 table for current rates
  2. ☐ Method II (Receipted Method) (most common)
    1. Use GSA listed rates based on destination location (City, State or Zip) and then by month of travel.
      1. Receipt(s) required for lodging
      2. No receipt(s) required for meals
        
        Meal per diem is for dinner the 1^st night and breakfast the following day (unless leaving at or before 7:00 AM on the 1^st day or returning at or after 7:00 PM on last day)
☐ Lodging
1. If hotel of choice is over the lodging per diem listed, must complete the Over-the-Max Lodging Request Form (e-form)
  1. Do NOT book hotel until OTM is fully signed.
  2. Tax Exempt (in-state lodging) – Print and give to traveler to sign and give to hotel at check-in.
Per Diem Calculator

☐ Travel Voucher – To be completed within 30 days of returning from trip

Areas to complete on Travel Voucher:

Top portion – Traveler & Trip Information

Do NOT add SSN

1. 1. Payee Name (first & last)
  2. Address (Street, City, State Zip)
  3. Destination Address (Street, City, State Zip)
  4. Date & Time of Departure (include AM or PM)
  5. Date & Time of Return (include AM or PM)
  6. Official Work Station (if you work at the SUNY Cortland Campus)
    1. Yes = “SUNY Cortland”
    2. No = “Home”
    3. If unsure, contact the Business Office.

Section 1 – All Travel Expenses

1. 1. Lodging
  2. Transportation Expense
  3. Misc Expenses
    1. Parking
    2. Tolls – after trip, be sure to print out your E-ZPass statement showing the charges by date or include receipt(s) with voucher
    3. Gas – must have receipt
  4. Conference Registration
  5. Meals – use Per Diem Calculator for assistance
  6. Mileage
    1. Must include Statement of Automobile Travel (AC160)
  7. Total up Travel Expenses

Section 2 – Summary

1. 1. A = Total from Section 1
  2. B = Subtract any amounts from Section 1 that were paid with a p-card/travel/NET card (ex. Conference Registration Fees paid by Dept AA)
  3. C = Subtract amount paid with Travel Advance
  4. D Specify if any other adjustments were made (i.e. partial payment against another voucher)
  5. Total amount to be reimbursed

Payee’s Certification

1. 1. Traveler signs (no digital or e-signature allowed)
  2. Enter email
  3. Date

Supervisor’s Certification

1. 1. Traveler’s Supervisor signs (no digital or e-signature allowed)
  2. Print name & title
  3. Date

Account #

1. 1. add account # to charge

☐ Receipts & Backup

☐ Scan all receipts & backup and combine into (1) PDF with travel voucher on top.
1. Meal receipts not needed when using per diem rates.
☐ Email fully signed Travel Voucher & backup to Travel Administrator at travel@cortland.edu.

Travel Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Non-Employee Travel

Job Candidates

☐ Transportation

Airline
Car Rental
Mileage
Uber/Lyft/Taxi Service

☐ Lodging

To be booked locally by Dept. AA (or Provost’s Staff Associate if using Provost’s account) and billed directly to campus.
1. AA to submit as a PO via RDD.

☐ Meals

Itemized receipts must be included for meals on their own.
1. Meal per diems do NOT apply to non-employees.
2. Alcohol will not be reimbursed.

☐ Candidate’s Interview Agenda/Itinerary

Include copy with backup

☐ Standard Voucher

Areas to complete on Standard Voucher:

Top portion – Payee Information

Do NOT add SSN

1. 1. Payee Name (first & last)
  2. Email Address
  3. Address (Street, City, State Zip)
    1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. Dates and itemized listing of expenses (i.e. airfare, rental car, mileage, meals)
    1. Per Diem Rates do NOT apply to non-employees.
    2. Itemized receipts required (without, they will not be reimbursed for that meal)
  2. Total Travel Expenses
  3. Net = Grand Total to be reimbursed

Payee Certification

1. 1. Job Candidate signs (no digital or e-signature allowed)
  2. Date

Supervisor’s Certification

1. 1. Dept Chair signs (no digital or e-signature allowed)
  2. Title
  3. Date

Cost Center Unit

1. 1. Add account # to charge

☐ Receipts & Backup

☐ Scan all receipts & backup and combine into (1) PDF with Standard Voucher on top.
1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Student Travel

☐ Travel Authorization Form – To be completed at least 2 weeks prior to departure.

Who needs to sign?

☐ Traveler

☐ Traveler’s Supervisor

☐ Dean or VP

☐ If traveling outside of NYS or international, Provost will need to sign.

1. 1. 1. Foreign Travel

☐ Meals

Itemized receipts must be included for meals.
1. Meal per diems do NOT apply to students.
2. Alcohol will not be reimbursed.

☐ Standard Voucher

Areas to complete on Standard Voucher:

Top portion – Payee Information

Do NOT add SSN

1. 1. Payee Name (first & last)
  2. Email Address
  3. Address (Street, City, State Zip) (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. Dates and itemized listing of expenses (i.e. airfare, rental car, mileage, lodging, meals)
    1. Meal per diems do NOT apply to students.
    2. Itemized receipts required (without, they will not be reimbursed for that meal)
  2. Total Travel Expenses
  3. Net = Grand Total to be reimbursed

Payee Certification

1. 1. Student signs (no digital or e-signature allowed)
  2. Date

Supervisor’s Certification

1. 1. Dept Chair signs (no digital or e-signature allowed)
  2. Title
  3. Date

Cost Center Unit

1. 1. Add account # to charge

Receipts & Backup

☐ Scan all receipts & backup and combine into (1) PDF with Standard Voucher.

1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

External Program Class Reviewer Payment

☐ Evidence of Terms of Agreement

Must clearly state how much they will get paid for their services and specify the services (prior to supplying goods/services).
- Email is acceptable

☐ Invoice

Vendor must provide an invoice (department can provide a template, but department should not fill out the invoice themselves).
- An acceptable invoice contains:
  - Invoice #
  - Invoice Date
  - Vendor Name & Address
  - To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
  - Description of Goods/Services Requesting Payment for
  - Quantity of Goods or Date(s) of Service
  - Amount Requested

Sample Invoice Template

☐ Mileage

Allowed roundtrip mileage at current GSA rate

☐ W-9

Payee is required to submit their W-9, as this is a taxable service

☐ NYS Employee

If Payee is/has been a NYS employee within the last two (2) years, do not proceed with this checklist and payment will be processed via Human Resources/Payroll.
- Must submit Form #10 to sarah.vanliew@cortland.edu.
- If reimbursing mileage, for NYS employee, that may be included on a Standard Voucher (see step below) and no W-9 is required for this.
- Meals are not reimbursable.

☐ Standard Voucher

Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. Payee Name (first & last)
  2. Email Address
  3. Address (Street, City, State Zip)
    1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. Date(s) and goods/services provided
  2. Total
  3. Net = Grand Total to be paid

Payee Certification

1. 1. Payee signs (no e-signature allowed)
  2. Date

Supervisor’s Certification

1. 1. Dept Chair signs (no e-signature allowed)
  2. Title
  3. Date

Cost Center Unit

1. 1. Add account # to charge

Receipts & Backup

☐ Scan all receipts & backup and combine into (1) PDF with Standard Voucher.

1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Student/Peer Notetaker Payment

☐ Evidence of Terms of Agreement

Must clearly state how much they will get paid for their services and specify the services (prior to supplying goods/services).
- Email is acceptable

☐ Invoice

Vendor must provide an invoice (Department can provide a template, but Department should not fill out the invoice themselves.)
- An acceptable invoice contains:
  - Invoice #
  - Invoice Date
  - Vendor Name & Address
  - To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
  - Description of Goods/Services Requesting Payment for
  - Quantity of Goods or Date(s) of Service
  - Amount Requested

Sample Invoice Template

☐ W-9

Payee is required to submit their W-9, as this is a taxable service

☐ Standard Voucher

Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. Payee Name (first & last)
  2. Email Address
  3. Address (Street, City, State Zip)
    1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. Date(s) and goods/services provided
  2. Total
  3. Net = Grand Total to be paid

Payee Certification

1. 1. Payee signs (no e-signature allowed)
  2. Date

Supervisor’s Certification

1. 1. Director of Disability Resources Office signs (no digital or e-signature allowed)
  2. Title
  3. Date

Cost Center Unit

1. 1. Add account # to charge

☐ Receipts & Backup

☐ Scan voucher & backup and combine into (1) PDF with Standard Voucher.
1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Athletic Officials Payment

☐ Evidence of Terms of Agreement

Must clearly state how much they will get paid for their services (prior to supplying the services), if not currently listed on Athletic Official Fee Schedule (housed by Purchasing & Accounts Payable).
- Email is acceptable

☐ W-9

Payee is required to submit their W-9, as this is a taxable service

☐ Standard Voucher

Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. Payee Name (first & last)
  2. Email Address
  3. Address (Street, City, State Zip)
    1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. Date(s) and goods/services provided
  2. Total
  3. Net = Grand Total to be paid

Payee Certification

1. 1. Payee signs (no e-signature allowed)
  2. Date

Supervisor’s Certification

1. 1. Dept Chair signs (no e-signature allowed)
  2. Title
  3. Date

Cost Center Unit

1. 1. Add account # to charge

☐ Receipts & Backup

☐ Scan voucher & backup and combine into (1) PDF with Standard Voucher.
1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Vendor Payments Paid Via Standard Voucher (Taxable)

Use instructions below for vendors that use their Social Security Number (SSN) and not an Employer Identification Number (EIN).

(For vendors using EIN’s, send vendor’s W-9 to Purchasing & Accounts Payable to be added to Red Dragon Depot (RDD) via New Vendor Request Form.)

☐ Evidence of Terms of Agreement

Must clearly state how much they will get paid for their goods/services (prior to supplying goods/services).
- Email is acceptable

☐ Invoice

Vendor must provide an invoice (Department can provide a template, but Department should not fill out the invoice themselves).
- An acceptable invoice contains:
  - Invoice #
  - Invoice Date
  - Vendor Name & Address
  - To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
  - Description of Goods/Services Requesting Payment for
  - Quantity of Goods or Date(s) of Service
  - Amount Requested

Sample Invoice Template

***If over $2,500, Reasonableness of Price Checklist is required per purchasing guidelines.***

☐ W-9

Payee is required to submit their W-9, as this is a taxable service

☐ Flyer

If this was a campus event, include a copy of the flyer or email that went out to campus/group.

☐ Attendance Sheet

If this was a campus event where attendance was taken, include a copy of the attendance sheet.

☐ Standard Voucher

Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. Payee Name (first & last)
  2. Email Address
  3. Address (Street, City, State Zip)
    1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. Date(s) and goods/services provided
  2. Total
  3. Net = Grand Total to be paid

Payee Certification

1. 1. Payee signs (no e-signature allowed)
  2. Date

Supervisor’s Certification

1. 1. Dept Chair/Director/Dean/VP signs (no e-signature allowed)
  2. Title
  3. Date

Cost Center Unit

1. 1. Add account # to charge

☐ Receipts & Backup

☐ Scan voucher & backup and combine into (1) PDF with Standard Voucher.
1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Speaker/Campus Guest Payment

☐ Evidence of Terms of Agreement

Speaker Service Agreement
1. ☐ Completed by Department and then sent to be signed and notarized by Speaker/Agency representative prior to event/performance.
2. ☐ Send to Purchasing Assistant for authorized signature prior to event/performance.

☐ W-9

Payee is required to submit their W-9, as this is a taxable service

☐ Insurance

Proof of Workers’ Compensation (Form C-105.2)
Certificate of Exemption (CE-200)

☐ Lodging

To be booked locally by Department Administrative Assistant (or Provost’s Staff Associate, if using Provost’s account), if included in Speaker Service Agreement.
1. Department AA will then submit invoice via RDD.

☐ Meals

Itemized receipts must be included for meals on their own, if included in Speaker Service Agreement.
1. Meal per diems do NOT apply to non-employees
2. Alcohol will not be reimbursed.

☐ Flyer

Include a copy of the flyer or email that went out to campus/group.

☐ Invoice

Vendor must provide an invoice (Department can provide a template, but Department should not fill out the invoice themselves).
- An acceptable invoice contains:
  - Invoice #
  - Invoice Date
  - Vendor Name & Address
  - To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
  - Description of Goods/Services Requesting Payment for
  - Date(s) of Service
  - Amount Requested

Sample Invoice Template

***If over $2,500, Reasonableness of Price Checklist is required per purchasing guidelines.***

☐ Payment

For speaker/campus guest using an Employer Identification Number (EIN) and not their Security Number (SSN), should be entered as a PO in RDD.
1. Send vendor’s W-9 to Purchasing & Accounts Payable to be added to Red Dragon Depot (RDD) via New Vendor Request Form.
2. Create PO in RDD and include any backup documentation (including fully executed speaker agreement).
  1. Upon receipt of invoice, send directly to accounts.payable@cortland.edu.
3. Do not proceed with the rest of this checklist.
For speaker/campus guest using their Social Security Number (SSN), complete Standard Voucher.
1. ☐ Standard Voucher
  1. Areas to complete on Standard Voucher:

Top portion – Payee Information

Do NOT add SSN

1. 1. 1. Payee Name (first & last)
    2. Email Address
    3. Address (Street, City, State Zip)
      1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. 1. Dates and itemized listing of expenses (i.e. airfare, rental car, mileage, meals)
      1. Per Diem Rates do NOT apply to non-employees.
      2. Itemized receipts required
    2. Total Travel Expenses
    3. Net = Grand Total to be paid

Payee Certification

1. 1. 1. Speaker/Campus Guest signs (no digital or e-signature allowed)
    2. Date

Supervisor’s Certification

1. 1. 1. Dept Chair/Director/Dean/VP signs (no digital or e-signature allowed)
    2. Title
    3. Date

Cost Center Unit

1. 1. 1. Add account # to charge

☐ Receipts & Backup

☐ Scan all receipts, backup and signed agreement and combine into (1) PDF with Standard Voucher.
1. ☐Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Signature Types

Allowable

Original, Scanned Signature

Example

Allowable Signature Type1.png

Non-Allowable

Typed Signature

Example

Non-Allowable Signature Type2

Digital Signature

Example

Non-Allowable Signature Type1

How-to Guides

Buyer's Guide
- Intended for Administrative Assistants (access to RDD)