It is the responsibility of the department initiating the purchase of the product or service to follow the procedure below:
The College as a not-for-profit corporation is exempt from sales tax in New York State. This exemption applies to hotels, meals, rental cars, and business purchases.
Please request the tax exemption number from the Administrative Assistant in Financial Services, when conducting any business on behalf of the College.
AP mails checks to the vendors with sufficient time to either take advantage of discounts to comply with the terms noted on the invoice. The AP department schedules payment based on discount opportunity, balance due dates, and fundamental cash management principles.
Per office policy, checks are printed each Tuesday and Friday during a standard week. The check run schedule is modified when necessary for holidays.
The deadline for receipt in our office for eligibility in Tuesday’s check run is the preceding Friday at 4:00 p.m.
The deadline for receipt in our office for eligibility in Friday’s check run is the preceding Wednesday at 4:00 p.m.
The current mileage reimbursement rate is 56 cents per mile as of January 1, 2021.
Paying students, faculty or staff for work performed must be processed through Payroll.
All new vendors should complete an IRS Form W-9.
Reimbursements for travel and entertainment expenses follow the same general guidelines noted above for payments to vendors. Complete the Travel Expense Report and list purpose of trip. In the case of reimbursement for meals, record list of individuals covered with the Expense Voucher. Generally, meals for partners, spouses, or other guests not affiliated with the College are not allowable requests for reimbursement unless incurred for a valid business purpose. Hartwick College does not reimburse for parking tickets or moving violations. Individuals may not make personal purchases through the college. Reimbursement requests should include detail explaining the total expense incurred. For example, the reimbursement for meals should contain the receipt from the restaurant detailing the items ordered, if at all possible.
Hartwick’s Purchase Order forms are four-part forms. The copies are distributed as follows:
This procedure is subject to periodic review or modification based on changing business issues and external guideline or regulations. Any changes to the procedure will be made directly within this online document.