Procurement & Payment Services

Candidate Travel Guidelines

Airfare

Airline arrangements are to be made by the The College at Brockport faculty or staff member only. Candidates are not authorized to charge their tickets to the Central Travel Account (CTA).

When using the Central Travel Account (CTA), the department or search committee is responsible for making airline arrangements for candidates using Travel Leaders/ Albany Travel (800-774-0655) and charging tickets to the CTA. The candidate is not authorized to charge tickets to the campus CTA. If a department charges tickets to the CTA, and a candidate cancels, it is at the discretion of the department to decide who is responsible for reimbursing the college. After arrangements are made, please notify Gail Tipton , Procurement and Payment Services, of the candidate name and an account number to cover the cost of the airfare.

If a candidate makes arrangements and purchases an airline ticket with personal funds, The College at Brockport will reimburse the candidate after their interview. The department must submit the following to Procurement & Payment Services:

a standard voucher signed by the candidate
a purchase requisition
itinerary of the interview
the ticket stubs and proof of purchase

Meals

The candidate's reimbursement cannot exceed the New York State food allowance for Monroe County (for rates prior to 10/1/09, click here).

If the search committee process includes taking a candidate out for a meal, a College employee will have to initially cover the costs. The College is tax exempt; therefore, a College employee should obtain a tax-exempt form from Procurement and Payment Services or their department secretary. The College at Brockport employees cannot be reimbursed for tax, however, the candidate can be reimbursed tax for meals they purchased themselves.

If being paid through State funds, a request for reimbursement to the College employee who pays for the meal(s) should be submitted to their department secretary for reimbursement. A requisition form should be submitted to Procurement & Payment Services and must include an ITEMIZED RECEIPT either from the restaurant or from the person requesting reimbursement. If the receipt is not itemized, the individual will not be reimbursed. In addition, please include a list of names of those who attended the meal. Reimbursement cannot include alcoholic beverages. A tip is reimbursable; however, the tip amount should not exceed 15 percent.

Lodging

Every attempt should be made to make arrangements at facilities that charge the State per diem rate. Holiday Inn Express and Victorian Bed and Breakfast will directly invoice the College. Please submit a requisition to Procurement & Payment Services with an agenda and the invoice following the candidate's stay.

Mileage

If the candidate is requesting reimbursement for mileage, a Statement of Automobile Travel form showing mileage, mileage rate, and times of arrival/departure must be completed.

Reimbursement To Candidate For Their Expenses

In order to reimburse candidates for expenses that they have paid for, following completion of the interview process, the candidate must complete a State of New York Standard Voucher form and submit it to the department. The department should prepare a purchase requisition form requesting reimbursement for the candidate. Attached to the requisition should be the receipts for lodging, tolls, taxi, airfare, and mileage. The purchase requisition, voucher form, automobile travel form, and a copy of the interview agenda should be submitted to the appropriate party (dean, vice president, search committee chairperson, department head, etc.) for signature and then submitted to Procurement & Payment Services. Payment will be made directly to the candidate. Please be sure that the voucher form shows the candidate’s name, home address, social security number, signature by candidate, account number to be charged, authorized department signature, and that the voucher includes all receipts.

NOTE: The search committee should advise the candidate to keep all travel receipts.