Voucher Request Forms should be submitted to the Business Office for invoice payment and reimbursements. The Request Form can be found below and should be filled out completely with departmental authorization. Vouchers must be submitted to the Business Office by Friday afternoon in order to have a check issued on Friday of the following week. Checks are issued every Friday unless otherwise notified. The College Community would be notified via a Grapevine Announcement when this occurs. Please note that all checks will be distributed via mail. They will no longer be available for pickup from the Business Office. If you require a more accessible version of any of the documents below, please contact Laurie Burns at (845) 341-4900.
Please note that the College is exempt from paying sales tax and a tax exempt form must be used for all purchases that are taxable. There will be no reimbursement for any sales tax that has been paid. The Tax Exempt Form can be found below.
Employees will be reimbursed for travel expenses that are directly related to work duties.
ENTERPRISE CAR RENTAL vs. MILEAGE REIMBURSEMENT
When traveling for college related work, there are two options: car rental or mileage reimbursement. You may rent a vehicle from Enterprise Car Rental or use your personal vehicle and submit a voucher for mileage reimbursement. The college will only pay for the most cost effective travel cost to a work related destination. The Travel Reimbursement Form (below) should be used to determine the most economical way and be attached to the voucher along with Google Maps or Map Quest printouts. Please contact the Business Office with any questions.
IMPORTANT INFORMATION FOR RENTING A CAR:
IMPORTANT INFORMATION FOR MILEAGE REIMBURSEMENT:
Mileage is reimbursed at a rate that is determined by the IRS. The current rate, as of January 1, 2017 is $0.535 cents per mile. This rate is normally adjusted each January and will be posted on the web site as well as in a Grapevine Announcement.
Standard Mileage Distance
The mileage distance between the Middletown and Newburgh Campus is 28 miles for a one way trip and 56 miles for a round trip.
When submitting vouchers for travel reimbursement, the address traveled to AND from must be specified on th voucher. If it was a round trip, please make that clear. In an instance where it is not a standard trip (Ex. Middletown Campus to Newburgh Campus, or the usual trips that departments such as Nursing and Diagnostic Imaging make where their departmental mileage charts can be used) the Business Office requires that a Google Map or Map Quest print out verification of the miles traveled should be attached to the voucher as back up.
The Travel Expense Form and Travel Reimbursement Form found below can be used to breakdown expenses for a college related trip. These forms must be completed in their entirety with conference information/agenda attached. Payment/reimbursement will not be made without attachments. Signature of Immediate Supervisor or Department Head is required. Approval from your area Vice President will be required for any reimbursement requests that are sent to the Business Office.
IMPORTANT INFORMATION FOR LODGING:
Kim Paffenroth - 845-341-4910, E-mail: firstname.lastname@example.org
Betsy Ivanchukov - 845-341-4925, E-mail: email@example.com
Kirsten Elwood - 845-341-4902, E-mail: firstname.lastname@example.org
Laurie Burns - 845-341-4900, E-mail: email@example.com
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