Trainings/Checklists/Guides

☐ Determine Employee vs. Non-Employee Status for Renting Off State Contract

1. If State employee, continue with checklist.
2. If RF employee, student, on leave, or other non-employee, do not continue with checklist (as a rental is not permitted using SUNY Cortland’s account).
   1. If unsure, check here: https://www2.cortland.edu/offices/purchasing-office/travel-guidelines/#car-rentals.

☐ Call Travel Administrator at ext. 2306

☐ Request campus account number and billing number (for direct billing).

1. 1. Travelers should not be providing their personal credit cards at time of rental.

☐ Complete Travel Authorization for traveler

1. Must be fully approved and filed with Travel Administrator prior to trip.

☐ Reserving a Vehicle

☐ Go to enterprise.com and reserve a vehicle

1. 1. Enter account # (provided by Travel Administrator) under “Corporate Account Number” (shown below).

☐ Select Vehicle Class to filter by size

1. 1. Choose Economy/Compact size
   2. If Standard/Intermediate/Full-size are selected, written justification must be provided with invoice/PO.
   3. Any size larger than Standard/Intermediate/Full-size requires prior approval by Travel Administrator and that written approval must be provided with invoice/PO.
      • Failure to obtain prior approval will result in the traveler paying the difference of the larger vehicle out of their own pocket.

☐ Click “Apply Filter”

☐ Click “Browse Vehicles”

☐ Choose a Location and click “Select”

☐ Click “Select” on vehicle of choice

☐ Extras

1. 1. Do NOT add any extras (i.e. Sirius XM, Greenhouse Gas Emissions Offset, Insurance, etc.)

☐ Click “Continue to Review”

☐ Review & Reserve

1. 1. Contact Details

☐ Enter Traveler’s Contact Details (first & last name, phone #, & email)

☐ Confirm Trip Purpose (check box to acknowledge travel is on behalf of the university)

☐ Billing

☐ Select “Yes” for direct billing

☐ Enter Billing Number (provided by Travel Administrator)

☐ Additional Details

☐ Enter Department (of Traveler)

☐ Enter the name of the person requesting the reservation (if different than the traveler)

☐ Save Time At The Counter (Optional)

• • This sectional is optional if the traveler is completing the reservation and would like to provide their Driver’s License information at this time.
  • Otherwise, select “No”.

 ☐ Click “Reserve Now”

• • Note: At the top of the screen, the following message will appear stating that tax will be removed at the time of rental.

Reasons to book online vs. calling local office:

1. Automatic tax exemption online
2. Emailed confirmation of rental
3. Department and contact information ensured to appear on billing statement for invoice(s)

☐ Upon Returning from Trip

☐ Accounts Payable will email invoice(s) to Dept. AA based on dept. & contact information on billing statement from Enterprise.

1. 1. Dept. AA will:

      ☐ Review invoice to ensure there is no tax and everything is correct.

      ☐ Create a PO in RDD and attach invoice (1 invoice/PO, per NOR Policy) and, if applicable, justification for any vehicle size larger than Compact/Economy or approval from Travel Administrator for any size larger than Standard/Intermediate/Full-size.

      ☐ Upon final approval of PO, go back into PO and receive & close the PO.

      • • • • This allows AP to pay the invoice.
   2. For those departments/offices with a standing Enterprise PO for the fiscal year, once you receive the invoice from AP, go into RDD and receive that amount against your standing PO.

☐ Reply to AP with receiving completed against RDD PO, and, if applicable, attach justification to the email for any vehicle size larger than Compact/Economy or approval from Travel Administrator for any size larger than Standard/Intermediate/Full-size.

 Vehicle codes on invoice (to know if you need justification for a larger vehicle than Economy/Compact):

Printable Checklist (check back for updated versions)

☐ Evidence of Terms of Agreement

• Must clearly state how much they will get paid for their services and specify the services (prior to supplying goods/services).
  • Email is acceptable

☐ Invoice

• Vendor must provide an invoice (department can provide a template, but department should not fill out the invoice themselves).
  • An acceptable invoice contains:
    • Invoice #
    • Invoice Date
    • Vendor Name & Address
    • To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
    • Description of Goods/Services Requesting Payment for
    • Quantity of Goods or Date(s) of Service
    • Amount Requested

• Sample Invoice Template

☐ Mileage

• Allowed roundtrip mileage at current GSA rate

☐ W-9

• Payee is required to submit their W-9, as this is a taxable service

☐ NYS Employee

• If Payee is/has been a NYS employee within the last two (2) years, do not proceed with this checklist and payment will be processed via Human Resources/Payroll.
  • Must submit Form #10 to sarah.vanliew@cortland.edu.
  • If reimbursing mileage, for NYS employee, that may be included on a Standard Voucher (see step below) and no W-9 is required for this.
  • Meals are not reimbursable.

☐ Standard Voucher

1. Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. 1. Payee Name (first & last)
      2. Email Address
      3. Address (Street, City, State Zip)
         1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. 1. Date(s) and goods/services provided
      2. Total
      3. Net = Grand Total to be paid

Payee Certification

1. 1. 1. Payee signs (no e-signature allowed)
      2. Date

Supervisor’s Certification

1. 1. 1. Dept Chair signs (no e-signature allowed)
      2. Title
      3. Date

Cost Center Unit

1. 1. 1. Add account # to charge

Receipts & Backup

1. ☐ Scan all receipts & backup and combine into (1) PDF with Standard Voucher.

1. 1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

☐ Evidence of Terms of Agreement

• Must clearly state how much they will get paid for their services and specify the services (prior to supplying goods/services).
  • Email is acceptable

☐ Invoice

• Vendor must provide an invoice (Department can provide a template, but Department should not fill out the invoice themselves.)
  • An acceptable invoice contains:
    • Invoice #
    • Invoice Date
    • Vendor Name & Address
    • To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
    • Description of Goods/Services Requesting Payment for
    • Quantity of Goods or Date(s) of Service
    • Amount Requested

• Sample Invoice Template

☐ W-9

• Payee is required to submit their W-9, as this is a taxable service

☐ Standard Voucher

1. Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. 1. Payee Name (first & last)
      2. Email Address
      3. Address (Street, City, State Zip)
         1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. 1. Date(s) and goods/services provided
      2. Total
      3. Net = Grand Total to be paid

Payee Certification

1. 1. 1. Payee signs (no e-signature allowed)
      2. Date

Supervisor’s Certification

1. 1. 1. Director of Disability Resources Office signs (no digital or e-signature allowed)
      2. Title
      3. Date

Cost Center Unit

1. 1. 1. Add Dept/Office account # to charge

☐ Voucher & Backup Documentation

1. ☐ Scan voucher & backup and combine into (1) PDF with Standard Voucher.
   1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

 ☐ Evidence of Terms of Agreement

• Must clearly state how much they will get paid for their services (prior to supplying the services), if not currently listed on Athletic Official Fee Schedule (housed by Purchasing & Accounts Payable).
  • Email is acceptable

☐ W-9

• Payee is required to submit their W-9, as this is a taxable service

☐ Standard Voucher

1. Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. 1. Payee Name (first & last)
      2. Email Address
      3. Address (Street, City, State Zip)
         1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. 1. Date(s) and goods/services provided
      2. Total
      3. Net = Grand Total to be paid

Payee Certification

1. 1. 1. Payee signs (no e-signature allowed)
      2. Date

Supervisor’s Certification

1. 1. 1. Dept Chair signs (no e-signature allowed)
      2. Title
      3. Date

Cost Center Unit

1. 1. 1. Add account # to charge

☐ Receipts & Backup

1. ☐ Scan voucher & backup and combine into (1) PDF with Standard Voucher.
   1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

Use instructions below for vendors that use their Social Security Number (SSN) and not an Employer Identification Number (EIN).

(For vendors using EIN’s, send vendor’s W-9 to Purchasing & Accounts Payable to be added to Red Dragon Depot (RDD) via New Vendor Request Form.)

☐ Evidence of Terms of Agreement

• Must clearly state how much they will get paid for their goods/services (prior to supplying goods/services).
  • Email is acceptable

☐ Invoice

• Vendor must provide an invoice (Department can provide a template, but Department should not fill out the invoice themselves).
  • An acceptable invoice contains:
    • Invoice #
    • Invoice Date
    • Vendor Name & Address
    • To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
    • Description of Goods/Services Requesting Payment for
    • Quantity of Goods or Date(s) of Service
    • Amount Requested

• Sample Invoice Template

***If over $2,500, Reasonableness of Price Checklist is required per purchasing guidelines.***

☐ W-9

• Payee is required to submit their W-9, as this is a taxable service

☐ Flyer

• If this was a campus event, include a copy of the flyer or email that went out to campus/group.

☐ Attendance Sheet

• If this was a campus event where attendance was taken, include a copy of the attendance sheet.

☐ Standard Voucher

1. Areas to complete on Standard Voucher:

Top portion – Payee Information

1. 1. 1. Payee Name (first & last)
      2. Email Address
      3. Address (Street, City, State Zip)
         1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. 1. Date(s) and goods/services provided
      2. Total
      3. Net = Grand Total to be paid

Payee Certification

1. 1. 1. Payee signs (no e-signature allowed)
      2. Date

Supervisor’s Certification

1. 1. 1. Dept Chair/Director/Dean/VP signs (no e-signature allowed)
      2. Title
      3. Date

Cost Center Unit

1. 1. 1. Add account # to charge

☐ Receipts & Backup

1. ☐ Scan voucher & backup and combine into (1) PDF with Standard Voucher.
   1. ☐ Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)

☐ Evidence of Terms of Agreement

1. Speaker Service Agreement
   1. ☐ Completed by Department and then sent to be signed and notarized by Speaker/Agency representative prior to event/performance.
   2. ☐ Send to Purchasing Assistant for authorized signature prior to event/performance.

☐ W-9

1. Payee is required to submit their W-9, as this is a taxable service

☐ Insurance

1. Proof of Workers’ Compensation (Form C-105.2)
2. Certificate of Exemption (CE-200)

☐ Lodging

1. To be booked locally by Department Administrative Assistant (or Provost’s Staff Associate, if using Provost’s account), if included in Speaker Service Agreement.
   1. Department AA will then submit invoice via RDD.

☐ Meals

1. Itemized receipts must be included for meals on their own, if included in Speaker Service Agreement.
   1. Meal per diems do NOT apply to non-employees
   2. Alcohol will not be reimbursed.

☐ Flyer

• Include a copy of the flyer or email that went out to campus/group.

☐ Invoice

• Vendor must provide an invoice (Department can provide a template, but Department should not fill out the invoice themselves).
  • An acceptable invoice contains:
    • Invoice #
    • Invoice Date
    • Vendor Name & Address
    • To: SUNY Cortland, PO Box 2000, Cortland, NY 13045
    • Description of Goods/Services Requesting Payment for
    • Date(s) of Service
    • Amount Requested

• Sample Invoice Template

***If over $2,500, Reasonableness of Price Checklist is required per purchasing guidelines.***

☐ Payment

1. For speaker/campus guest using an Employer Identification Number (EIN) and not their Security Number (SSN), should be entered as a PO in RDD.
   1. Send vendor’s W-9 to Purchasing & Accounts Payable to be added to Red Dragon Depot (RDD) via New Vendor Request Form.
   2. Create PO in RDD and include any backup documentation (including fully executed speaker agreement).
      1. Upon receipt of invoice, send directly to accounts.payable@cortland.edu.
   3. Do not proceed with the rest of this checklist.
2. For speaker/campus guest using their Social Security Number (SSN), complete Standard Voucher.
   1. ☐ Standard Voucher
      1. Areas to complete on Standard Voucher:

Top portion – Payee Information

Do NOT add SSN

1. 1. 1. 1. Payee Name (first & last)
         2. Email Address
         3. Address (Street, City, State Zip)
            1. (where the check will be mailed to)

Middle Section – Description of Material/Service

1. 1. 1. 1. Dates and itemized listing of expenses (i.e. airfare, rental car, mileage, meals)
            1. Per Diem Rates do NOT apply to non-employees.
            2. Itemized receipts required
         2. Total Travel Expenses
         3. Net = Grand Total to be paid

Payee Certification

1. 1. 1. 1. Speaker/Campus Guest signs (no digital or e-signature allowed)
         2. Date

Supervisor’s Certification

1. 1. 1. 1. Dept Chair/Director/Dean/VP signs (no digital or e-signature allowed)
         2. Title
         3. Date

Cost Center Unit

1. 1. 1. 1. Add account # to charge

☐ Receipts & Backup

1. ☐ Scan all receipts, backup and signed agreement and combine into (1) PDF with Standard Voucher.
   1. ☐Email fully signed Standard Voucher and backup to accounts.payable@cortland.edu.

Standard Voucher cannot be digitally or e-signed (see Signature Types).

Printable Checklist (check back for updated versions)