The Check Advance Form is used to request money for a future expenditure.  This form can be used by employees or students, however students are only allowed to apply for a cash advance for travel related expenditures.  This form is available on-line in the AP portal. The Check Advance form consists of two parts, one of which should be completed and approved prior to submitting to Accounts Payable for processing.  A check will be issued according to the check run schedule and a copy of the Check Advance form will be returned to the requestor with the check.  This form must be completed and signed, with receipts or other supporting documentation within 1 week of the event for which the advance was required.  Again, all receipts should be taped to an 8 ½ x 11 sheet of paper.  The completed form should be returned to the following:

• Returning cash:  Return the cash and the completed paperwork to the Bursar’s office
• Additional amount due, but less than $50:  Return the form to the Bursar’s office and reimbursement will be issued in cash.
• Additional amount due greater than $50 or no amount due:  Return to the Accounts Payable office and a check will be issued for any balance due.

The Check Request Form should be used by employees and students seeking a reimbursement for business related expense or payments in absence of vendor invoices.  This form is available on this page.  Please submit the completed form with the supporting documentation (receipts taped to an 8 ½ x 11 sheet of paper) and the appropriate signatory approval to Accounts Payable.  Any requests for $50 or less should be taken to the Bursar’s office for cash reimbursement.  Check requests should be submitted no later than 30 days after purchase. 

Checks are issued on Tuesday and Thursday of each week, with the exception of weeks with holidays.  Any changes to the check schedule will be published via the Campus Announcements email.  The schedule for the current semester is available on this page

Due to the large volume of invoices and check requests processed each week, it is required that all invoices, check requests, or check advances be received in Accounts Payable at least one week prior to the check date.

The process for foreign citizens to be paid an honorarium or travel reimbursement is complicated and requires the departments to do advance planning. The foreign national must travel on the correct visa and needs to complete different types of forms needed for the payment.

Before committing to an honorarium for a foreign national, departments must ensure the person has the appropriate visa that allows such payment.  This page has complete instructions on paying Non Resident Aliens.  Please review these instructions BEFORE any promise to pay has been completed.

The College has partnered with Wright Express (WEX) for its college credit cards.  Applications, policy and instructions are available on this page.  All purchases via the WEX card are subject to the College's Travel, Purchasing, and Accounts Payable policies.  Any questions on the WEX card or the WEX system should be directed to Judy Frank at x4175 or Rob Savicki at x4178

Employees are responsible for using discretion when expending College funds and for ensuring all expenditures are necessary and appropriate for business travel.  Employees must be familiar with and follow the College Travel Policy (available on this page) and, if applicable, the policies of their special programs, grants, departments or divisions. 

The College is exempt from sales tax in NY,  please obtain a exemption certificate to provide hotels prior to traveling for College business.  

The College partners with BTI for air and travel reservations and is the preferred method of making these arrangements.  Please contact Judy Frank at x4175 if you need an account established with BTI.  Employees are allowed to make reservations on their own, however please note that Travel Insurance and any upgrades above standard Economy class are not allowed.

The College will reimburse at a rate of $.50/mile for use of a personal car for College business travel.  Receipts for gasoline purchases will not be reimbursed unless traveling with a rental car or College vehicle. 

All meal receipts must include documentation regarding the purpose of the meal and who was in attendance.