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. Adjunct travel to Clinical Sites will be paid one way only, to the Clinical Site and not for the round trip. Also, please note on the mileage charts that the policy is to pay the lesser of actual vs. the chart. For example if the distance from the employee's home is less than the distance from the college campus, the lesser amount will be paid. Mileage is reimbursed at a rate that is determined by the IRS. The current rate, as of January 1, 2014, is $0.56 cents per mile. This rate is normally adjusted each January and will be posted on this web site as well as in a Grapevine Announcement.
The mileage for trips to the Newburgh campus is 28 miles for a one way trip and 56 miles for a round trip.
Please note that when submitting vouchers for travel reimbursement, the address traveled to AND from must be specified on the 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 MapQuest verification of the miles traveled should be attached to the voucher as back up.
- Nursing Clinical Mileage Chart - Middletown Campus (PDF)
- Nursing Clinical Mileage Chart - Newburgh Campus (PDF)
- Rad Tech Mileage Chart - Campus to Site (PDF)
- Rad Tech Mileage Chart - Site to Site (PDF)
ENTERPRISE CAR RENTAL vs. MILEAGE REIMBURSEMENT
When traveling for college related work, there are two options. You may use your personal vehicle and submit a voucher for mileage reimbursement or you can exercise the option of renting a vehicle from Enterprise Car Rental. It should be determined which is the most economical way. Please see the attached below for further explanation. Feel free to call the Business Office if you have any questions.
- Enterprise Car Rental vs. Mileage Reimbursement (Word)
- Enterprise Car Rental vs. Mileage Reimbursemenr (PDF)
The Travel Expense Form found below can be used to breakdown expenses for a college related trip. The form must be completed in its entirety with conference information/agenda attached. Payment/reimbursement will not be made without attachment. Signature of Immediate Supervisor or Department Head is required. Approval from your area Vice President will be required fro any reimbursement requests that are sent to the Business Office. Receipts and the form (with approvals) will be required for any reimbursement requests that are sent to the Business Office.
Cash Advance Form
There is a New York State Tax Exempt Form that must be completed for any reservations for NYS Hotels. Tax must be paid for any out-of-state hotel stays and will be reimbursed to the employee. The Tax Exempt Form ST-129 is available from the Business Office or on the New York State Comptroller Website†
Kim Paffenroth - 845-341-4910, Email: email@example.com
Betsy Ivanchukov - 845-341-4925, Email: firstname.lastname@example.org
Kirsten Elwood - 845-341-4902, Email: email@example.com
Laurie Burns - 845-341-4900, Email: firstname.lastname@example.org
† Following this link will take you out of the SUNY Orange Web site. The college cannot be responsible for the content of this external web site.