Accounts Payable

Roseann Byron, Accounts Payable Manager
tel 631-420-2494 
fax 631-420-2443
roseann.byron@farmingdale.edu

FORMS:
Employee Reimbursement Form (.pdf)
W-9 Form (.pdf)
Independent Contractor Form (.pdf)

VOUCHERING: Farmingdale State College's Accounts Payable Office is responsible for the payment of all purchases of goods and services requested by the various departments on campus, with the exception of those purchases made through the Auxiliary Services Corporation and the Farmingdale College Foundation. Merchandise and services are ordered through the Purchasing Department, which prepares a purchase order and forwards a copy of this order to the requisitioning department and to Accounts Payable. After being properly notified via a signed receiving slip that the merchandise has been received or a service performed, Accounts Payable processes a New York State voucher, and attaches a vendor invoice so payment can be issued by the Department of Audit and Control in Albany. It can take from 10 days or more for payment to be issued after the College has submitted the voucher to Audit and Control.

Faculty and staff should notify Central Stores whenever they receive merchandise through the mail, by direct pick-up from the company or through delivery directly to them by a salesman. This will avoid payments being delayed.

NEWSPAPER ADVERTISEMENTS: All newspaper advertisements for positions will be placed through the Office of Affirmative Action in conjunction with an advertising agency.

TRAVEL: Employees are expected to keep expenses at a minimum.

Extra service pay will not be provided for any faculty member or administrator participating in a conference in the line of duty when such conference is sponsored by State University or any directly affiliated group. Honorariums to College staff members for participation in State University conferences will not be approved, even if speaking or presiding is involved. Travel expenses for such conferences may be approved. If travel is at State expense, it is clear evidence that the affair is official business, and acceptance of an honorarium is not proper.

Under the Regulations of the Comptroller of the State of New York, expenses of travel may be reimbursed only for travel involving official business with State agencies or representation of the State in accord with the duties and responsibilities of the individual concerned. State monies will not be allowed for travel to attend an unofficial association unless the College chooses to send an official representative to such a meeting. Attendance at any type of conference or meeting if on a personal membership basis cannot be supported from State monies.

1. IN and OUT-OF-STATE: Travel expenses incurred by employees within the State of New York as well as outside of the State of New York shall be paid-in-full subject to allowances prescribed by law and provided that proper campus authorization for such travel has been secured.

2. TRAVEL REGULATIONS:

Applications for travel should be prepared using a Travel Request Form and are transmitted through supervisors to the Vice President's office. This form is available at the top of this page.

Tax Exempt Certificates MUST be used for lodgings in New York State. The tax will be deducted in reimbursing employees for travel expenses when it is included on a travel expense voucher.

STATE VEHICLE should be used for all automobile travel within 200 miles of the campus and trips to Albany. The travel record card in the glove compartment showing date, destination, mileage, condition of car, etc. must be completed at the time the car is returned to the garage. State vehicles may be driven only by a member of the faculty or staff and may be made available for student use where specifically approved by the President or his designee. Passengers must also be on State business. The Vehicle Request Form for requesting use of the State vehicle is also available through the Physical Plant Department.

Rental Cars should be used for travel beyond 200 miles from the campus.

RENTAL CAR POLICY: A Passenger Vehicle Rental contract has been released. This contract is with Enterprise Rent-A-Car and is valid for all rentals within New York State and the United States. To view this contract and the new rates please download a copy at the following link: http://www.ogs.state.ny.us/purchase/snt/awardnotes/7200119536can.pdf

This contract is very similar to the previous contract with Enterprise except for one major difference. Due to a change in the New York State General Business Law, insurance is not automatically included in the rental rates. Therefore it is strongly recommended that the Citibank Visa card is used to pay for all rentals since it includes insurance coverage free of charge. Please see the following language from page four of the contract:

The Citibank Visa Travel Card provides full insurance coverage and should be used for all rentals that are 31 days or less. If the Citibank Visa Card is used, additional insurance should not be purchased. If the travel card is not used, OGS recommends that travelers purchase the damage waiver protection (sometimes referred to as CDW or LDW insurance) from Enterprise. However, renters should first check with their Agency Travel Coordinator or Finance Unit for the reimbursement policy for this expense. If you do not purchase the CDW and the Citibank Travel Card is not used, the renter (agency) is responsible for damages to the rental vehicle. In case of any damages/accidents, travelers are urged to notify their agency as well as the OGS Bureau of Risk and Insurance Management (518-474-4725) immediately to file a claim. Claims must be filed within 20 days from the date of the incident.

Claims can also be filed by contacting Citibank at 866-390-9735 or online at www.eclaimsline.com

Employees must give Enterprise Farmingdale’s agency code of "JN0647" when booking to receive the contracted rates. All Employees traveling on state business should have their driver’s license information on file with University Police.

Enterprise will accept purchase orders within New York State only. Please use the address and Fed ID below for Enterprise. Employees should obtain the exact pricing from Enterprise including the CDW or LDW insurance. Also be sure to include the driver's names on the requisition.

Enterprise Rent - A - Car
3125 Vets Memorial Hwy, Ste2
Ronkonkoma, NY 17779-7644

Fed I.D. # 43-1487854

You will need to bring the original Purchase Order with you the day you rented the car along with a tax exempt form and then the bills would come directly to Accounts Payable for payment. When you return please send your receipt from Enterprise over to Accounts Payable signed with the Purchase Order number on it.

Purchasing will give the white vendor copy of the Purchase Order to the driver.

All employees who wish to drive a state vehicle or rent a car in the name of Farmingdale State College must be enrolled in the New York State Department of Motor Vehicle License Event Notification System maintained by University Police. Please note that it takes a minimum of two weeks for the registration to be processed by DMV. Please contact University Police for further information.

PERSONAL VEHICLES may be used at the discretion of the department supervisor. Personal vehicles should only be used for local travel when it is more sensible for the employee to leave directly from home to the offsite work location or in particular circumstances when the use of state vehicles would create a hardship for the employee. For the most current reimbursement rates please click on the link below:
http://www.osc.state.ny.us/agencies/travel/mileage.htm

3. MEALS

A) MEALS AND LODGING RATE AWAY FROM CAMPUS - current rates available in Accounts Payable or at the website below:
http://www.gsa.gov

A per diem allowance is authorized for reimbursement for lodging, meals and incidental expenses in lieu of itemizing all travel expenditures. A full per diem allowance is only authorized for an overnight stay consisting of a minimum of 24 hours. If the employee is in travel status overnight, but is not eligible for reimbursement for breakfast or dinner, an appropriate amount based on the allowable meal rates must be deducted from the per diem rate. Luncheon costs are not reimbursable.

The College will continue to require lodging receipts in support of overnight accommodations.

Where lodging is provided free of charge by a State or government agency, only the breakfast and dinner allowance will be reimbursed.

For information regarding reimbursement for Unreceipted Per Diem Rates and Unreceipted Meal Allowance for Day Trips click on the link below:
http://www.osc.state.ny.us/agencies/travel/method1.htm

B) MEALS ON CAMPUS (i.e., Food Payments/Reimbursements)

1. A detailed program and/or event description specifying the nature of the university business conducted and its benefit to the College must be provided.
2. A listing of each individual in attendance at the event and their relationship to the business conducted must also be provided.
3. Only original itemized receipts (i.e. receipts with detailed food/beverage information) will be accepted for reimbursement. Credit card receipts and/or statements will not be accepted for reimbursement.
4. As an agency of the State of New York, Farmingdale State University will not reimburse for sales tax. A tax exempt certificate must be presented for all food purchases.
5. Accounts Payable will not issue vendor payments or employee reimbursements for beer, wine or liquor charges.
6. Accounts Payable will reimburse an employee for the actual receipted amount, not to exceed the per diem rate for the specific location at which the event was held. The per diem rate is all-inclusive of meal charges and gratuities.
7. The Accounts Payable Department will not issue vendor payments or employee reimbursements for food and beverages for members of the university faculty and staff when they are engaged in routine university business during normal business hours (i.e. faculty/staff meetings and/or departmental working lunches). The sole exception is when invited guests (other than university faculty and staff) are present and the meeting is clearly for business purposes. Vendor payments and employee reimbursements will be made in accordance with the local state per diem rates in effect at the time. Lunch expenses will be paid or reimbursed at a maximum local rate of $14 per person. Any amount exceeding these rates will be considered a personal out of pocket expense.
8. When conducting an event on campus at which food and beverages will be served, and which falls under the above allowable reimbursement criteria, the department holding the event shall utilize the services of the College’s current food service vendor. This will ensure that all regulations (i.e. proper billing, elimination of sales tax) will be followed.

4. TRAVEL BETWEEN RESIDENCE AND TRANSPORTATION TERMINALS: Reimbursement of cost may be allowed each way, without receipts, for common-carrier travel between residence and transportation terminals (bus stations, airports, state garages, etc.). If a personal car is used for this type of travel, contact Accounts Payable for the current reimbursement rates. With receipts, employees will be reimbursed up to the maximum allowed by the State each way for taxi fares and common carrier between residence and transportation terminal, bus stations, train stations, airports, State garages, etc.

5. ALLOWANCES FOR CONVENTIONS AND SEMINARS: Contact Accounts Payable for the established rates and criteria for conventions and seminars sponsored by non-State agencies. Adequate documentation consisting of brochures and lodging receipt must be submitted with the employee's voucher to support these expenses.