The Accounts Payable and Cash Management Department is responsible for the timely review and processing of all financial obligations of the college and the Non-Tax Levy Payroll.  The Accounts Payable/Cash Management Department processes payments for invoiced goods and services, direct payments, and out of pocket and travel reimbursements.   Payments are processed in accordance with all CUNY, City and State requirements.

The Accounts Payable office can assist with any inquiries regarding travel and direct payments (memberships, subscriptions, payments to individuals).

All requests for purchasing Goods and Services must be made to the Purchasing and Contracts Office in the form of a Purchase Requisition* which is generated in FOCIS.  The information provided below serves as a guide on the documents required to process payments.

* This form can only be generated in FOCIS.

Documents Required For Processing Payments Against State Tax Levy Funds Goods and Services Reimbursements - Goods and Services Membership / Registration Subscriptions Telephone Carriers Employees Versus Independent Contractor Compensation Consultants, Honorariums, Models and Contractors Taxable (1099) Payment Hiring Restrictions for Current and Former CUNY and New York State Employees Petty Cash Overview How to Establish a New York State Department Departmental Petty Cash Fund Petty Cash Advance How to Reimburse a Petty Cash Advance Fund Petty Cash Advance Reimbursement Travel-New York State Guidelines -   (For more information, visit the New York State Traveler’s Guide website) Travel Advance - New York State Full-Time Employees Overview Travel - Reimbursement Overview Reimbursement - Local Travel Reimbursement - Employee-Out of Town Travel Reimbursement - Non Employee Travel Reimbursement - Moving Expenses - Reimbursement Overview Reimbursement - Moving Expenses Non-Tax Levy Check Distribution

 

 

DOCUMENTS REQUIRED FOR PROCESSING PAYMENTS AGAINST STATE TAX LEVY FUNDS

GOODS AND SERVICES   top Under $250.00 $250.00 and Over - Purchase Requisition* - Original invoice - Original packing slip, delivery receipt,  or service letter -Receiving report*     $250.00 and less than $500.00 - Purchase Requisition* - Original Invoice - Original packing slip, delivery receipt, or service letter - Receiving report - Vendor Price Quote $500.00 and Above - Please refer to Purchasing and Contracts Guidelines since purchases above $500.00 require reasonableness of price * This form can only be generated in FOCIS.   REIMBURSEMENTS - GOODS AND SERVICES                                        top Under $250.00 $250.00 and Over - Purchase Requisition* - Original paid receipt or proof of payment - Packing slip for goods, delivery receipt or service letter - If goods were delivered to your home, a memo is required stating that the goods were bought on behalf of the college - Receiving report*   - Purchase Requisition* - New York State Standard Voucher - Original paid receipt on proof of payment - Receiving report* - Packing slip for goods - If goods were delivered to your home, a memo is required stating that the goods were bought on behalf of the college - Please refer to Purchasing and Contracts Guidelines since purchases above $250.00 require reasonableness of price (vendor price quote) * This form can only be generated in FOCIS.   MEMBERSHIP/REGISTRATION                                                                top Under $250.00 $250.00 and Over - Purchase Requisition* - Original invoice or completed membership or registration form - One copy of documentation - Receiving report* - Purchase Requisition* - New York State Standard Voucher - Original invoice or completed membership or registration form - Receiving report* - One copy of documentation * This form can only be generated in FOCIS.   SUBSCRIPTIONS                                                                                    top Under $250.00 $250.00 and Over - Purchase Requisition* - Original invoice or completed membership or registration form - One copy of documentation - Receiving report* $250.00 or less than $5,000.00 - Purchase Requisition* - Original invoice or completed membership or registration form - One copy of documentation - Receiving report - New York State Standard Voucher $5,000.00 and Above - Requires a Purchase Order* * This form can only be generated in FOCIS.   TELEPHONE CARRIERS                                                                          top Under $250.00 $250.00 and Over - Purchase Requisition* - Original invoice - Service Letter - Receiving report* - Purchase Requisition* - New York State Standard Voucher - Original invoice - Service Letter - Receiving report* * This form can only be generated in FOCIS.   EMPLOYEE VERSUS INDEPENDENT CONTRACTOR COMPENSATION     top To ensure that the College is in compliance with Internal Revenue Service regulations regarding whether someone is an Employee or Independent Contractor, the following information (summarized from IRS regulations and New York State Procurement and Disbursement Guidelines – Bulletin No. G-90) can be used to determine employment status: Employee : An employee is generally subject to the business’ instructions about when, where, and how to work. All of the following are examples of types of instructions about how to do work: When and where to do the work (Is the individual required to sign in) What tools or equipment to use What workers to hire or to assist with the work Where to purchase supplies and services What work must be performed by a specified individual What order or sequence to follow Additionally, if a worker provides services that are a key element or aspect of your regular business activity, it is more likely that you will have the right to direct and control his or her activities and in most cases be considered an employee. Independent Contractors : The general rule is that an individual is an independent contractor if you, the person for whom the services are performed, have the right to control or direct only the result of the work and not the means and methods of accomplishing the results. The individual agrees to do a specific piece of work for an agreed upon payment (either lump sum or progress payments); who has control of himself and his helpers as to when, within a reasonable time, he shall begin and finish the work; as to the method, means or procedure of accomplishing it; and who is not subject to discharge because he does the work as to method and detail in one way rather than another. Often he furnishes his own tools and supplies. Those that meet the criteria of employee should be processed through the College Assistant (Hourly) Payroll or as teaching or non-teaching adjuncts if being paid by tax-levy funds. If being paid through non tax-levy funds it is to be processed on the Grant Payroll. If you have any questions please contact Accounts Payable.   CONSULTANTS, HONORARIUMS, MODELS AND CONTRACTORS             top (These payments are taxable and are reported to the IRS. Honoraria Payments Made to Non- Resident Alien must fall within the guidelines addressed in the Non-Resident Alien Honoraria  Payments memo. Additionally, these payments cannot be made to current and former CUNY or New York State Employees, see Tax-Levy OTPS Payments to Individuals memo.) Under $250.00 $250.00 and Over - Purchase Requisition* - New York State Standard Voucher - Original invoice with a description of service, dates of service, hours per day and hourly rate - Honoraria/Independent Contractor Service Claim Form - Original Contract/Agreement or copy - Copy of Social Security Card - One copy of documentation - Same as for $250.00 and under * This form can only be generated in FOCIS.   PETTY CASH OVERVIEW                                                                        top A New York State Departmental Petty Cash Fund may be established to make small emergency supplies/service, postage and gasoline expenditures, and for the advance or reimbursement of local travel incurred on behalf of the college.   Note that Imprest Fund checks paid directly to the vendor are the preferred method of payment.  Additionally, please remember all purchases are exempt from the payment of sales tax based on the college being a New York Sate governmental entity.   Therefore, vendors must be presented with a New York State Exemption Certificate - AC946 at the time of purchase.  Sales tax paid will not be reimbursed under any circumstances. The Petty Cash Fund cannot be used for the following expenses: Food and beverages (allowed only for student recruitment purposes with justification); Flowers or other decorative items; Honoraria; Personal services rendered by a consultant, independent contractor or employee; Salary advances; Loans; Prizes or awards; Mileage and Out of town travel advance or expenditure reimbursement. Please also be advised that use of the Petty Cash Fund is a privilege extended by the college on behalf of New York State and should be viewed as such.  The funds should be held in a secured location.  Cash on hand and receipts must equal the advance amount at all times and discrepancies should be reported immediately to the Accounting Department.  Abuse and/or failure to comply with established procedures can result in the revocation of the advance.  To ensure compliance the Business Office will conduct unannounced periodic physical counts of Petty Cash Funds.  All Petty Cash Funds are reconciled and closed at the end of the fiscal year.  Cash and/or receipts totaling the advance are to be submitted in accordance with guidelines issued by the Accounting Office by the end of the fiscal year. If you have any questions, please contact Accounts Payable at 212-772-4362.  Additionally, if you are not sure about a specific expenditure contact Accounts Payable prior to paying it or reimbursing the cost.   HOW TO ESTABLISH A NEW YORK STATE DEPARTMENTAL PETTY CASH FUND                                                                                                          top Generate a Purchase Requisition* through the “Payment and Reimbursements” module of FOCIS (Hunter College Budget/Purchasing/Accounts Payable processing and tracking system) and choose "Reimbursements– Goods and Services paid out of pocket."  The department’s Petty Cash Custodian’s name is to be entered in the “Vendor” field of the Purchase Requisition* via the “Go to Staff Search” option.  Submit the Purchase Requisition* with a memo from the Department head that states the name of the custodian and document the need for the Fund.  Petty Cash Fund Advances are limited to $250.00, unless the need for larger fund in documented. * This form can only be generated in FOCIS.   PETTY CASH ADVANCE (Restricted to Departments with New York State OTPS Funds) Under $250.00 $250.00 and Over -Purchase Requisitions* -Justification Memo – Must be issued from Department Head and state why an advance is needed and also note the custodian name and title. -Purchase Requisitions* -Justification Memo – Must be issued from Department Head and state why an advance is needed and also note the custodian name and title. * This form can only be generated in FOCIS.   HOW TO REIMBURSE A NEW YORK STATE DEPARTMENTAL PETTY CASH FUND                                                                                                          top Purchases made or reimbursed from the Petty Cash Fund should be replenished in a reasonable time frame.  Reimbursement Purchase Requisitions should be submitted with the expenditures and reimbursements summarized by type of expenditures on a Cash Expenditures to be Reimbursed to the Custodian of the Petty Cash Advance Fund Form.  Receipts should be affixed to an attached letter size sheet of paper and numbered in accordance with the above form.  Separate Reimbursement Purchase Requisitions* have to be prepared for different types of expenditures and reimbursements, such as Office Supplies, Postage, Local Travel and Automobile Gasoline.  Submit the Reimbursement Purchase Requisition* with the Cash Expenditures to be Reimbursed to the Custodian of the Petty Cash Advance Fund Form and the following documentation for processing: A completed New York State Petty Cash Sub-Voucher Form AC 401.  The name and department of the employee being reimbursed is entered in the “Payee Name & Address” field, the vendor’s name and description of purchase is entered in the “Articles or Services” field, and the amount reimbursed in the last column.  The employee being reimbursed must sign their name in the “Signature of Vendor” field and the custodian is required to sign in the “Signature of Custodian field.  This form along with either from below is to be submitted with the requisition. A dated original sales receipt/proof of payment with the name and address of the vendor printed on it or A receipt for taxi, subway and bus expenditures, the New York State Petty Cash Sub-Voucher Form AC 401 alone is acceptable.  Additionally, the New York State Petty Cash Sub-Voucher Form AC 401 must also note the destination and purpose of travel in the “Articles or Services” field. * This form can only be generated in FOCIS.   PETTY CASH ADVANCE REIMBURSEMENT                                             top Under $250.00 $250.00 and Over - Purchase Requisition* (receipts totaling not more than $249.99) - Cash Expenditures to be Reimbursed to the Custodian of the Petty Cash Advance Fund Form - New York State Petty Cash Sub-Voucher AC401 (if applicable) not applicable * This form can only be generated in FOCIS.

TRAVEL - NEW YORK STATE GUIDELINES   (For more information, visit the New York State Traveler’s Guide website)

Travel Advance (Restricted to New York State full time employees only)                         top Overview  Agencies may make cash advances for travel expenses to New York State officers and employees whose duties require travel on official business.  Cash advances are used to provide the traveler necessary funds to meet travel expenses incurred when on official State business.  A travel advance may be provided to an employee who is in travel status for at least one day.  The amount advanced is equal to the number of days of travel times the allowable per diem rate in effect for the destination.  The maximum cash advance to any one employee is $400.00. -Purchase Requisition* -Travel Advance Completion Agreement -Two (2) original Application and Record For Travel Advance Forms -Copy of Conference registration form or brochure (must include destination and conference date) * This form can only be generated in FOCIS.   Travel - Reimbursement Overview                                                         top Below please find some basic information regarding processing employee and non-employee (recruitment candidates and other invitees) travel reimbursement: Employee Travel Reimbursement New York State OTPS Funds can be used to reimburse employees for travel expenses related to attending (or participating in) a conference, seminar or any professional development program.  All travel related cost (coach air fare, Amtrak, taxi fares) is reimbursed for the full amount (receipts are required).  Hotel costs are reimbursed up to the full amount including taxes (except in New York State) of the conference or seminar hotel (receipts are required).  Meals are reimbursed based on the Federal GSA allowance for a particular city (no receipts are required).  If the employee is on college business then they will only be reimbursed for their hotel stay based on the GSA allowance for that particular city. Non-employee Travel Reimbursement New York State OTPS Funds can be used to reimburse non-employees (candidates for positions) for travel related expenses for their trip to Hunter College.  All travel related cost (coach air fare, Amtrak, taxi fares) are reimbursed for the full amount (receipts are required).  Hotel expenses are reimbursed up to the GSA allowance plus taxes (receipts are required).  The allowance for a hotel stay in New York varies depending on the period.  Meal reimbursement is handled as discussed above. Processing All travel reimbursements must be processed through FOCIS and within FOCIS the necessary forms and requirements are outlined.  To access the travel reimbursement process choose "Payments and Reimbursements" in FOCIS and then either "Employee Out of Town" or "Non-Employee Out of Town".  All forms can be obtained within FOCIS and are to be submitted with a FOCIS generated purchase requisition and the Travel Voucher requires the payee signature. If you need further assistance please contact Accounts Payable.   Reimbursement - Local Travel                                                               top Under $250.00 $250.00 and Over - Purchase Requisition* - Travel date, reason for trip and cost of public original receipt - New York State Petty Cash Sub Voucher not applicable * This form can only be generated in FOCIS.   Reimbursement - Employee-Out of Town Travel                                    top Under $250.00 $250.00 and Over - Purchase Requisition* - New York State Travel Voucher - New York State Automobile Mileage Form - Approved State Travel Reimbursement Request Form - All original receipts for transportation, hotel and miscellaneous expenses - Original or copy of conference or seminar brochure showing dates and itinerary - Same as for $250.00 and under * This form can only be generated in FOCIS.   Reimbursement - Non Employee Travel                                                 top Under $250.00 $250.00 and Over - Purchase Requisition* - New York State Standard Voucher - New York State Travel Voucher - New York State Automobile Mileage Form - Approved Non-State Travel Reimbursement Request Form - All original receipts for transportation, hotel and miscellaneous expenses - Original or copy of conference or seminar brochure showing dates and itinerary - One copy of receipts and other documentation - Same as for $250.00 and under * This form can only be generated in FOCIS.   MOVING EXPENSES - REIMBURSEMENT OVERVIEW                              top State of New York Moving Expense Reimbursement Eligibility: Appointees are eligible for reimbursement of transportation cost and moving expenses upon being appointed to a full time technical, scientific, educational, professional or administrative position in a department or agency of the State of New York for a period of one year or more. The head of the agency must approve non-competitive positions; within CUNY the President of the college or designee must approve the reimbursement. Allowable Expenses: Appointees eligible for reimbursement shall be reimbursed for actual and necessary expenses up to $3,000. The reimbursement is not subject to withholding or reportable as income but is included on the employee’s W-2 as non-taxable reimbursement. The basic cost of moving household goods and personal effects from the appointee’s residence at the time of the appointment to the their new residence near the new place of employment by a carrier authorized by the New York State Department of Transportation or the Interstate Commerce Commission more than 35 miles. This covers the cost of packing, loading, transporting, unloading and unpacking of household goods and personal effects up to 12,000 pounds. The cost of additional insurance above the lowest valuation rate charged. The cost of storage of goods in-transit and for required warehouse handling if required. The cost of truck or trailer rental if the appointees perform the move themselves. The cost of the transportation of the appointee and their family to the new location, by common carrier or for mileage if they use their own vehicle. Reimbursement of mileage may be made for only one vehicle regardless of the number owned. Non-Allowable Expenses: The cost of shipping their vehicles is not covered. Period of Time: The claim must be made within one year from the effective date of the appointment. The claim cannot be made prior to being on payroll. Forms and Documentation Required: FOCIS Purchase Requisition New York State Standard Voucher New York State Request/Agreement For Moving Expenses Reimbursement Form Original bill of lading or freight invoice Proof of payment Itemization of what was moved if not listed on bill of lading or invoice Justification letter for reimbursement of appointee   MOVING EXPENSES                                                                               top   (for newly hired employee - $3,000 maximum) Under $250.00 $250.00 and Over - Purchase Requisition* - New York State Standard Voucher - New York State Form AC1099 Request/ Agreement for Moving Expense Reimbursement - Original bill of lading or freight bill - Proof of Payment - Itemization of what was moved if not listed on bill - Justification letter for hiring individual - Same as for $250.00 and under * This form can only be generated in FOCIS.   NON-TAX LEVY CHECK DISTRIBUTION                                                     top Non-Tax levy checks held for distribution will be available on Friday after 12 Noon of each week from Cash Management Department - East 1604. When the college is on a four-day summer schedule, checks will be available on Thursday after 12 Noon for those weeks. A validated Hunter College Student, Faculty or staff Identification Card is required for pickup.