Business Affairs
Accounts Payable
Forms
Payment of PO/Contract
Upon receipt of Purchase Order, original invoice, and receiving documentation Accounts Payable will audit and submit for payment. All invoices should be sent directly to the Accounts Payable Office. Purchase Order numbers must be identified on the invoice.
Issuance of Checks
Checks up to $15,000 are issued through the Quick Pay System. A check is usually issued and mailed from Albany approximately 5 days after the payment is entered into the system. Checks over $15,000 are mailed and issued from Albany approximately 10 days after the payment is entered.
The campus's petty cash fund may be used when prepayment is required by a vendor. The limit for use of petty cash is $250.
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Purchases and Payments
The standard purchasing process requires submitting a purchase requisition to the Purchasing Office. The requisition should include vendor and pricing information available for that purchase. The Purchasing Office will review the requisition for all necessary documentation and proceed to seek competitive price quotes.
When it is not possible to follow the standard purchasing process, the following procedures apply:
Reimbursement to individuals:
Submit a purchase requisition along with paid invoice and original receipt or other proof of payment. Include an explanation and justification for the purchase.
Payment to vendors:
Submit a purchase requisition with an explanation and justification for the purchase and indicate that the goods or services have been received. Ask the vendor to mail the invoice directly to the Accounts Payable Dept. Accounts Payable will match the purchase requisition with the vendor's invoice and pay the vendor.
Please note that when an individual uses personal funds to pay for an item or commits state funds he/she risks absorbing the charge if it is determined the purchase is not an appropriate State expense.
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Reimbursement for Breakfast, Lunch, & Dinner Meeting Expenses
When requesting reimbursement, submit the vendor's original itemized receipt (not credit card receipt) with a purchase requisition to the Accounts Payable Office. Justification for the expense must accompany the reimbursement request. The justification must include the following information:
- The purpose and necessity of the meeting.
- The location and time of the meeting
- Names and titles of participants and their relationship to the business being conducted.
Reimbursement for alcohol or New York State is not permitted.
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Conference Registration
Please allow ample time for processing when payment must accompany conference registration. For payments up to $250 a purchase requisition form should be received by the Accounts Payable Office at least two weeks prior to payment due date. For payments over $250 a purchase requisition form should be received by the Accounts Payable Office at least three weeks prior to payment due date.
Memberships in Professional Organizations
Memberships must be directly related to the employee's professional duties and must provide benefits to SUNYIT. Generally, the benefits should include:
- Subscriptions to professional journals, newsletters and other publications related to agency functions or interests
- Research services
- Access to professional meetings and conferences
- Reduced rates for conferences or training sessions
Memberships in an individual's name will be allowed as long as all materials and benefits received from the membership are property of SUNYIT and made available to all employees.
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Independent Contractors & Honorariums
When requesting payment to an independent contractor or honorarium, submit a purchase requisition to the Accounts Payable Office with appropriate approval and description of services performed and fee charged. Vendor's should complete and submit a W-9 form to ensure the correct taxpayer identification number, name and address are used for payment.
If a contract specifically provides for payment upon completion of the service, it must be clearly indicted on the purchase requisition and submitted to the Accounts Payable Office at least three weeks prior to the event.
Please note that this method cannot be used to pay anyone who is on the New York State Payroll. If an individual is an employee of the state, payment must be processed as extra service on the payroll.
For questions or additional information, please contact Renee Lauber.
