Accounts Payable is responsible for processing payment of the College’s bills and expenses. The department works within College policies and federal guidelines.
AP reviews all invoices from vendors as well as internal payments to students, faculty, and staff to ensure that each payment is authorized, accompanied by a detailed itemization (invoice), and is paid in a timely manner.
Hartwick College Travel Policy
General Guidelines: The College will pay reasonable travel expenses directly related to the completion of official College business. Reimbursement is on the basis of actual and reasonable expenses incurred for transportation, local travel, meals, lodging, and other necessary business expenses. These expenses must be supported by original itemized receipts. The responsibility to observe the guidelines rests both with the traveler and the chairperson or supervisor who approves the expenditure(s).
The Vehicle Use Policy sets guidelines in the use of College owned, personal and rented vehicles. This policy applies to Hartwick College employees, students, and volunteers in all departments, programs and activities.
Travel Advances: A travel advance form must be submitted at least five business days prior to the day that the advance is needed. Travel advances will not be released more than five days before the travel will begin. Upon completion of travel, travel expense reports must be submitted within 15 days of return from a trip. No new advances will be issued prior to the settlement of a current outstanding advance.
Reimbursable Expenses Policy – Travel costs covered by the College
Non-Reimbursable Expenses Policy – Travel costs not covered by the College
Documentation: Itemized original receipts are to be submitted with all travel expense reports. Date and purpose of the trip should be noted in the appropriate place on the travel expense report. When an employee is claiming reimbursement for meals purchased for others, the reimbursement request must provide the names of the other diners, the location and date of the meal, and the specific business purpose for hosting the meal. This substantiation is necessary for the auditors and to adhere to IRS regulations. Each expense report should have the appropriate account number and approvals before submission for payment.
Travel Expense Reports: The College has a specific form it requires staff, faculty, students, individuals, and vendors to complete for travel expenses and to document Hartwick College Credit or Debit card expenses. Travel expense reports must be submitted with all original receipts to document expenses. Check Request Form: This form should be used to request non-travel related reimbursement and Honorariums. All request must include proper supporting documentation as outlined in the Accounts Payable Policy including original receipts or contracts. The College does not reimburse for sales tax. You may download the necessary form from the link on the left.
Employee Meals and Entertainment
Reasonable meal expenses when interacting with external constituencies (trustees, donors, alumni, parents, vendors, job candidates, professional guests, etc.) conducting the business of the Colleges are reimbursed. Interactions among faculty/staff/students are not reimbursed. Entertainment and alcohol for employees isnot reimbursable.
Entertainment of Students
Entertainment of individual students is not reimbursed.
Entertainment of Faculty/Staff Members
Institutional funds should not be used to pay for employee meals for regularly scheduled departmental or committee meetings or department social activities such as celebrating holidays, birthdays and showers. The exception is when meetings cannot be scheduled other than over a meal period. Occasions such as parties to celebrate births, marriages, etc. or small in-office functions with purchased food or beverages must be paid for personally by the employees involved. In addition, departmental parties for holidays and similar occasions, not scheduled by and for the institution as a whole, are considered the personal responsibility of those individuals involved in the function. Holiday and year-end gifts for faculty, staff and students are not reimbursable by the College.
Employee-Only Business Meals
IRS regulations do not allow for the reimbursement of meal charges incurred by employees who are not traveling away from home (i.e., their travel does not require an overnight stay) unless the following criteria are met and there is a clear benefit to the College on a college-wide basis:
- The primary purpose of the meeting is at the request of the College and has a clearly defined benefit to the mission of College, and;
- There is a clear and compelling reason to meet outside the office over a meal.
Employee gifts are not a reimbursable expense. Examples include (but are not limited to) employee thank-you gifts, birthday or holiday celebrations/gifts, Administrative Professional Day gifts/meals, gifts for retiring or departing employees, flowers or plants given in acknowledgement of the death or illness of an employee or employee’s family member, and mileage to attend a funeral or visit an ill employee. Employees should use personal funds for non-business matters. Exceptional circumstances should be discussed with the supervisor or department head in advance.
A reasonable gift may be authorized by the area’s vice president for the departure or retirement of an employee. Contact Human Resources for the guidelines for such gifts.
Gift cards are not a reimbursable expense, unless they are to be given as part of a random drawing.
Occasional Employee Banquets and Functions
Occasional functions for employees are considered reimbursable business expenses when the expenditure is intended to recognize individual or group achievements and are open to a large segment of the campus community
Annual administrative retreats that are for the purpose of staff development should be pre-approved by the reporting level directly supervising the area.
Year-end picnics by academic departments for students should be pre-approved by the Office of Academic Affairs. Detail of those attending and their relationship to the College should be available upon request.