Citibank Travel Card

* * Travelers are to travel at the best interest of the state. * *

r Use for YOUR travel expenses only, while you are on official State business. lf travelingwith anotherfaculty member , only your charges go on your lravel card.

Airfare Parking Fuel for rental vehicleLodging Meals (no alcohol) Train fareRental vehicle Registration Baggage fees

o Your travel card will not have money available on it until I receive an approved Travel Requisition.https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/NewTravelReq.pdf

I will email you, notifying you that your card has funding available prior to your trips.

. Use only with State, IFR or Dorm funds. No foundation or PACES funds.

. Verify per diems allowed at www.gsa.gov. Let the hotel know you are a government employee toreceive Government rate. lf lodging is over per diem fill out a Justification for Over-the-Maximum todging Rate form prior to your travel for approval. Lunch is not allowed! Lunch isconsidered between 11 AM - 3 PM.https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/OvertheMaxlOO6l4.pdf

. Remember tax exempt forms. We are tax exempt in NYS.

https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/Taxexempt.pdfhttp://www.tax. ny.gov / pdf I current_forms/st/st129_fill_in.pdf

. lf you book airfare, train fare or pay registration with your travel card, please email Natalie atgravlinf@potsdam.edu a copy of your ticketed itinerary and/or itemized receipt.

o Make sure you get ITEMIZED receipts for your charges. YOIJ are responsible for all charges andmissing receipts.

. Turn in Employee Report of Travel Expense and Claim Form (aka Travel Voucher) within 5 businessdays of the return of your trip to Purchasing & Payables. Attach all itemized receipts with yourvoucher. PLEASE DO NOT PLACE TAPE OVER THE RECEIPTS. Also, provide back-up documentation forthe purpose of the trip, e.g. conference agenda, itinerary, etc.https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/ReoortofrravelExpenses,pdf

o lf you lose your card contact Citi Bank along with our office immediately.

Please visit the Purchasing & Payables web page, http://www. potsdam.edu/offices/plrchasing/, for travelprocedures and forms.

Any travel questions contact Natalie Gravlin x2143 or gravlinf@potsdam.edu

(o9/zr)

Citibank NETcard

** Travelers are to travel at the best interest of the state. **

o The NETcard is for Non-Employee business travel. Therefore, if you are traveling alone use your Tcard,not your N ETca rd.

When traveling with students, submit a Travel Requisition with a list of students going with you. I willemail you, notifying you that your NETcard has funding available prior to your trips.https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/NewTravelReq.pdf

o Use when traveling with students to a conference or event:

Airfare Parking Fuel for rental vehicleLodging Meals (no alcohol) Train fareRental vehicle Registration Baggage fees

o Use only with State, lFRorDormfunds. No foundation or pACES funds.

o verify per diems allowed at www.gsa.gov. Let the hotel know you are a government employee toreceive the Government rate. lf lodging is over per diem fill out a Justification for Over-the-Maximum Lodging Rate form prior to your travel for approval. Lunch is not allowed! Lunch is

considered between 11 AM - 3 PM.https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/OvertheMaxlOO6l4.pdf

. Remember tax exempt forms. We are tax exempt in NyS.

https://www.potsdam.edu/sites/default/files/documents/offices/purchasing/Taxexempt.pdfhttp://www.tax. ny.gov/pdf/current_forms/st/st1 29_f ill_i n. pdf

. lf you book airfare, train fare, paying registration please email Natalie at gravlinf@potsdam.edu a

copy of your ticketed itinerary and/or itemized receipt.

o Make sure you get itemized receipts for your charges. YO|J are responsible for all charges and missingreceipts.

o Tu rn in your Employee Report of Travel Expense and Claim Form (aka Travel Voucher) with in 5business day of the return of you r trip to Purchasing & Payables. Attach all itemized receipts with yourvoucher. PLEASE DO NOT PLACE TAPE OVER THE RECEIPTS. Also, provide back-up documentation forthe purpose of the trip, e.g. conference agenda, itinerary, a list of students that attended, etc.https://rrvww.potsdam.edu/sites/default/files/documents/offices/purchasing/ReportofrravelExoenses.pdf

r Use for Consultants coming to campus:

Airfare Lodging Rental vehicle

Submit an email to me providing the details of the Consultants trip, so we can document the travelpolicies for the consultant prior to their a rrival. Thenwewill need the account holder's approval andyour President's Council designee approval.

. lf you lose your card contact Citibank along with our office immediately.

Please visit the Purchasing & Payables web page, http://www.potsdam,edu/offices/purchasing/, for travelprocedures and forms. Any travel questions contact Natalie Gravlin x2143 or gravlinf@potsdam.edu

(o9/zr)

TRI\VEL REQUtStTtON

BH,q*p,d*.mAcct. #

Acct. #

$

$

Submit with all required signatures prior to travel to allgw foq internal approvals, procedural compliance, and cost-effective trip planning.Send completed original signed copy to Purchasing & Payables, Raymond 518 and makea copy for yourrecords. Review travel'policy itwww.potsdam.e"{ uioffices/purchasinq/travel.

Name TitreLast

Department Date

First MI

Phone

Purpose for Trip

Destination (City

Depa(ure

State)

AM/PM Return AM/PMDate Trme Date Time

ANTICIPATED EXPEN DITU RES

Location

Miles @ $ _/mile...

UNSPSC Code TOTALSiffie us onty)

(s50030) $

(s41s00)

(543000)

(542150)

(542250)

(543000)

(542040)

(542000)

(542010)

(542030)

(542030)

$

$

$

$

$

$

$

$

$

$

(540020)

PREPAIDby SIATE

CREDIT CARD

REGISTRATION ntrntrtrtrtrtrntrtr

/mile

TRANSPORTATIONInentut Car: Confirmation #

!st"t" vehicte;

IRi*rr*.Elrain ..

! Personal Car mileage:

LODGING

I Receipted (per diem)

! Un-receipted

MEALS

I fer. Diem (overnight)

! SslSrz (day trip)

Miles @ $

days x $ /day.

days x S /day.

days x S _/daybreakfast(s) @ $

dinner(s) @ $

INCIDENTAL EXPENSES

Parking $ taxi $_Tolls/Bridges $_subway g

lnternet $ Gas $ _Other (explain) g

TOTAL COST OF TRIP

$

$

APPROVALS

Traveler Traveler's Supervisor Date

Date **Presidenfs Council Designee Date

For faculty:

For staff:

'Dean and President's Council Designee approval isrequired for ALL faculty travel

"President's Council Designee approval is required lorALL staff travel

'Dean

9121

Persons who travel before obtaining all approvals do so at their own riskand may not be reimbursed for their travel costs.

I

ESSENTIAL TRAVEL JUSTIFICATION ADDENDUM

'l'hc mor:nting (osts of rcspondrng to COYID-19 arc certain to be unprecedcntcd for rhc narion, srxtc and ourcampus' 'fhrriugh this rtnre, we are cornmitted to keeping our campuli comnrunitv safe anri helping our sturlentsachie ve their edr.rcari<.lnal 6;oals.

'l-o rnitigate the financial rmpact for SUlt" Potsdam, all travel *.r}l require justificarion and approval effrctivcimmediatelv untrl [urther norice

f;-xpenses must meet one of the foilorving three categories ro be approved:

1. Health and Safetl Expenser2. Srudenr Instruction3. Kecruitment and Retendon

I 'l'hrs addendrrnr shc.ruld be attuched to s'Iravel Requisition and subrnrtted fcrr approval. Completed and approvedftrrrrrs shculd be submrned to ereqs@potsdanr.edu.

Ilriei Descrition of i'ravel:

the appropnare ixrx belorv ggg!explarn rvhl- rhis travel rs essennzl.

Flealth or $afet1' Recruiune xt and Rete nrion

Rric f \l'ritten Jusri fi crrion:

Current Account Balance:

r-the-Maximum

Please note the following:

. To receive the NYS approved rate, vou must reouest it when mokina vour reservotion. Moslfacilities will ask that you provide your State (SUNY) lD when checking in to verify your stateemployee status.

. lf traveling out-of-state, you should still request the NYS lodging rate. Many facilitles will extendthis rate to state/federal employees regardless of your home state.

. lf you're unable to secure the NYS lodging rate, this form must be completed, approved, andthen forwarded to the Purchasing & Payables office, 5th Fl. Raymond Hall, ot leost two weeksprior to trovel.

Traveler's Name:

Travel Date(s):

Destlnation (City/State):

Name of Hotel:

Maximum State Lodging Rate: 5 / night

Actual Rate: S / night

Traveler's Signatu re Supervisor's Signature

Purchasing & Payables Office Use:

Date received:

Status: Approved Not Approved

Date:

(7 llsl

J ustification:

To look up Lodging and Meal per diems:

https ://wrvw. gsa. gov/travel/pla n-book/per-d iem-rates

Then do a SEARCH or CLICK on the State you are traveling to on the US map.

It's easiest to enter the ZIP CODE to where you will be going.

Search by City, State or ZIP

For FiscalYear:

2022 {Current Year} ?̂

Select a State ?̂

OR

Search by State

For FiscalYear:

2022 {CurrentYear) -

City ioptional

vr NHJ}k ru

CTF

ID

--/

Primary

D.stination O

Albany

Binghamton

Buffalo

Flaral Park I Garden City /,Great Neck

Glens Fatls

lihaca

Kingston

Lake Placid

New York City

Niagara Falls

Showing L to l0 of 20 entries

Primary

D.stiaation (O

Albany

Binghamton

Buffalo

Floral Park ./ Garden City / Great Neck

Gl€ns Falls

Ithaca

Xingston

Lake Placid

New York City

Niagara Fatls

Gounty lO

Albany

Broome

Erie

Nassau

Warren

Tompkins

Ulstet

€ssex

Bronx / Kings / New York / Queens I Richmond

Niagara

7022t{ov Dec Feb M.r A9r ilay Jun JulJan

2021

oct

Sr14

st01

sr06

srs0

sr02

sr34

Su3

sr2s

s286

s96

Aug S.p

str4 srrrr sr14

sror sror s101

s106 sr06 s106

srso sr50 s1s0

sr02 sr02 s102

sr34 Sl04 5104

su3 srr3 sr13

sr25 sr25 St25

s286 5285 Sr59

s% s96 se5

Next

s1l4 sr14 srr4 srr4 5114 Srr4 St14 S1r4

sr01 5r0r s101 s101 s101 s101 sror sror

sr06 sr06 s106 s106 sr06 sr06 sr06 sl06

sr50 sr50 s150 s150 s150 5150 sl50 s150

sr02 s102 s102 sr02 s102 $168 s168 5102

sr34 sr34 5134 5134 Sr34 5134 Sr34 5134

s1l3 srr3 Srr3 sr13 str3 sr13 !r13 S1l3

s12s st12 sr12 srrz s1t2 Sr8? 5182 Sr2s

s1s9 s2s8 s2s8 52s8 s258 s220 5220 5286

se6 596 596 590 S1r5 $115 Sr15 596

t,.;,ti.! E 2

s69

S64

S69

S74

55s

s74

S6e

s79

S79

S69

NOTE: Do not use the meal breakdown in the chart above, that is for Federal. Use the breakdown below.

CountyO

Albany

Broome

Erie

Nassau

Warren

Tompkins

Ulster

Essex

8roil / Kings 1 NewYork /Queens /

Niagara

Contin€nt.lBreakfan/Breakfast

st6

Lunch Dinnerlncid.nttl FlBt&L.rtE(p.ns* Oeyoftravot O

ss s51.7s

ss s48.00

ss ssr.7s

s5 sss.so

s5 55r.7s

s5 s55.s0

s5 ssr.75

ss s59.2s

s5 s59.25

s5 s51.75

Su

s16

Sr7

s18

Sr7

sr8

5r7

S2o

$r

S2s

S3r

S34

S3r

S34

S3r

Dr8

5re

Sr5

S36

536

$r

S2o

Sl7

Note: Incidental expenses such as tips tobellmen, porters, hotel maids, etc., continue tobe included in the allowances.

Rates effective l0l1l2l

**Lunch is not reimbursable**

HH,qtgd*mTAX EXEMPT STATUS - STATE UNIVERSITY OF NEW YORK

"Section Eight, clause one of the constitution of the United states, provides inpart that the Congress sha,ll have the power to lely taxes. Judicialinterpretation of this section has led to a general rule that neither state norfederal governments may tax instrumentalities of the other, if doing so wouldilterfere with governmenta-l functions."

"In addition, the Internal Revenue Code (26 USCA l1S) specifica_lly providesthat, for purposes of federal taxation, gross income does not includi....1Z1income accruing to the government of ar,y possession of the united states, orany political subdivision thereof."

"The State University ofNew York, pursuant to the Education Lau, of the Stateof New York, has been established within the State Education Department.itself al agency of the State of New York. In addition, case law his consistentlvheld that the state University is al integral part of the government of the Stateitself, and is an agency thereof. As a result, the state Universitv shares the taxexempt status of the State of Neq, York itself.,, ...,'The Internal Re.,,enue Sen.icehas assigned the exemption number 147 4oo26K to the State of New york.This number includes purchases made bv the state Uni'ersitv as u.e1l as anagenc-v of the State."

16 {2) (1) of the Tax Lau, of the State of Neu,york specificallr.use or occupancy to or by the State or anV of its agencies,to the taxes imposed under the Sales and Use Tax Article.',

"Finalir,, Section I 1

provides that sales,sha-lI not be subject

NEWYORKSTATE

Department of Taxation and Financs

New York State and Local Sales and Use Tax

Exemption CertificateTax on occupancy of hotel or nrotel rooms

sr-l 2:g .t1ll Q\

This form may only be used by government employees of the United States, New York State, or political subclivisions of New York State.Name ol hotel or motel

Courrtr','

Certification: J.certjfy lhqt lam an employee of the department, agency, or instrumentality of New York Siate. the United States governrnent. or the politicalsubdivision of New York State indicated below; that the charges foi the'occupancy of the lbove business on the dates listed havi been or will be naicl for bythat governmental entity. and that these charges are incurred in the performince'of my official duties as an employee of that governmental entity. I certify ihatthe above stalements are true, compleie. and correct. and that no material information has been omitted. I ma(e these staterients and issue thi! exempiioncertificate with the knowledge that this document provides evidence that state and local sales or use taxes cio nct aoply to a transaction or. transactrons for'whtch I tendered ihis document, and that willfully issuing this document with the intent to evade any such tax may condtitute a felony or cther crime under NewYork State Law. punishable by a substantial fine and a fossible jail sentence. I understand that thevendor is a trirstee for. and on a6couni of t]er,.,,york St3teand any locality with respect to any stateor local sales or use tax the vendo!'is required to collect fronr me: that the venclcr rs required to colleci sLrch taxesfrom me unless I.properly furnish this certificaie to the vendor: and that the vendor musl retain this certificate and make it avaiiable to the Tax Departmentupon request. I also ttnderstand that the Tax Department is authorized to investigate the validity of tax exemptions claimed and the accuracy of any infornraticnentered on this document.

Governmental enlilv il"derat stafe. or /e!-a/l A-oency. departnrent. or division

Entoloyee name fonrr or type, Employee title Employee signature Date prepare,l

lnstructionsWho may use this certificateIf you are an employee of an entity of New York State or the UnitedStates government and you are on official New York State or federalgovemment business and staying in a hotel or motel, you may use thisform to certify the exemption from paying state-administered New YorkState and local sales taxes (including the $1.50 hotel unitfee in NewYork City).

New York State governmental entities include any of its agencies,instrumentalities. public corporations, or political subdlvisions.

Agencies and instrumentalities include any authority. commission, orindependent board created by an act of the New York State Legislaturefor a public purpose. Examples include:. New York State Department of Taxation and Finance. New York State Department of Education

Public coi'porations include municipal. district, or public benefitcorporations chartered by the New York State Legislaiure for a publicpurpose or in accordance wrth an agreement or contpact with anotherstate. Exanrples rnclude. Emprre State Development Ccrporation. New York State Canal Corpcratron. lndustrial DeveloomentAqencres andArithorities

Pclitical subdivisicns inch.ide ccunties. citres. lowns. viliaoes andschool Cistricts.

The United States of America and its agencies and instrumentalities arealso exempt from paying New York State sales tax. Examples include. Unrted States Department of State. lnternal Revenue Service

Other staies of the United States and their agencies and politicalsubdivisions do not qualify for sales tax exemption. Examples include.. the ciiy of Boston. the state of Vermont

To the government representative or employeerenting the roomComplete all information requested on the form. Give the comDletedForm ST-129 to the operator ofthe hotel or rnotel upon check in orwhen you are checking out. You must also provide the operator withproper identification. Sign and date the exemption cei-tificate. Youmay pay your bill with cash, a personal clreck or creditidebit card, or agovernment-issued voucher or credit card.

Note: lf you stay at more than one location while on official business.you musl complete an exemptron certificate for each location lf you arein a group traveling on official br-rsiness each person nrust ccrnpleie aseparate exemption certificate and give it io tlre hotel cr mctel opeiator.

To the hotel or rnotel operatorKeep the completed Form ST-129 as evicience of exempi occuparrcr., L'r,i

New York State and federal govenrnreni employees who are on offrcialbusiness and staying at your place of business The certificate shor_rlibe presented tc you when the occupant checks in or upon cheokoutThe certificate must be presented no later than 90 days after the lastday of the flrsl period of occupancv. lf you accept this ceriificate after90 days. you have the burden of oroving ihe crccuoancy vras exemLrtYcu must keep this ceriificate for at least three vears afiei'the larer ol

' the due ciate cf the last sales tax retilrn rc whrch thrs exenrptrorrcertificate appires, cr. the date when you filed the return

This exemption ceriifrcate is valici if the governmeni emoicyee ts payrnowith one of the following:. cash. personal check or creditldebit card. government-issued voucher or credit card

Do not accept this certificate unless the employee presenting ii showsappropriate and satisfactory identification.

Note: New York State and the United States government are notsubject to locally imposed and administered hotel occupancy taxes.also known as local bed iaxes.

substantial penalties will result from misuse of this certificate.

SAMPLE - pur this form out after your trip. Attach receipts, backup from your trip.I3a.S {E ?..0€ 9r1r)

Stateof

New York

EMPLOYEE REPORTEXPENSES AND CLAIM

OF TRAVELFOR PAYMENT

Aqeflcy NatrreSUNY Potsdam

Lrnployoe lD

;;;;*Gravlin'.f$;"0Xi&a;123 Main Streetefisi;eiipnrp0se

315-267-2143sta't L;;;iidSI;;---44 Pienepont AveOest,nilion' loa.rm 5traat71 West 23rd Streetta'!i i-taa oeiJ iri<r i,nie81512021 06:00am

*_ 10010 loe:oo am _ 04:00 pmi Tr.v.l End Drt? atrd Tlm.81812021 09:00pm

Firgt Name

PotsdamTravel Oesc,iption

Slrrl Location Zip

13676Deatin.lion Location

Recruiting potential students at various high schools

NYzip13676

E Corp Card E Advance E Direct BinWorl Hours

1. lndicato All TravelExpensas 2. Summary Amount

t*:::::

Hilton Garden lnn (3j nights 660.00,

i 250.00EnterpriseIUo.l!-(AC a2S&'stffitrilrt B'.rkf*t

)ay Trip B.eakfast

@s

@s

Mileige Claimqd IAC tE0.S)

lncidrnt l Erpcnse3 - List {AC 32t8"S}

Registration

Taxi $22, Parking $8.00

A. Total Trevd Erpsn!€3 1147.00B. Subt .ct Amount Paid withTraYol Advanea

C. Subtract Amount Billed toCorp Gerd (AC 325&5) 1117.0AO. Other Oirect Bitl to Ag€ncy(Specityl

E. Other Adiuatment3 (Spectfy)

Total Amount Claimed 30,00

Supcrviro/r Ccrtltc.tioo (it rcqrrlr.dlb€en examrned end |o t re best of n, knowledge and betiel, lha grnount datmed trErein har! nea8ltrary for the

Supervisor an0t21fl'

Trelrel Autt. Cod!

Date