Jump to Footer

Accounts Payable Forms


Below, please find a list of Accounts Payable forms with a detailed description. 

Note: These documents require the latest version of Acrobat Reader, which is available as a free download.

Form Name Description
Amazon.com Tax Exempt Form This form can be faxed to Amazon.com to request tax exemption of purchases.
Authorization to Expedite Car Rental Rental vehicles generally should be reserved by placing the reservation online through the rental company’s website or by telephone using a Travel Card. If the Traveler does not have a Travel Card, this form can be used in lieu of a purchase requisition to reserve a rental using a Purchase Order (PO).
Authorization to Expedite Purchase This form should be used to expedite the authorization of a purchase.
City of New York Tax Exemption Certificate

This form is used for requesting exemption from New York City Occupancy Tax Exempt Form.

Please note: This form is no longer needed.  Travelers should submit an ST-129 for travel in New York City to request occupancy tax exemption.

Departmental Funding Limitations Form

This form can be used if reimbursement is limited or multiple accounts are being charged.

Please note: This form has been incorporated into the Travel Voucher and the separate standalone form has been discontinued.

Expenditure Transfer Form

Use to correct a charge to the wrong account or object code.

For assistance with this, please see our reference guide to commonly used codes.

NET Card Applications

This form can be used to apply for Non-Employee Travel Card, which can be used to pay for legitimate expenses such as lodging, and transportation when traveling on official state business and in travel status.

Please note: This form has been discontinued.  Please use the combined Travel / Net Card Application instead. 

New York State Hotel Tax  Exemption Certificate (ST-129)

Use the ST-129 form to be exempt from paying New York Sales Tax on the occupancy of hotel rooms.

New York State Sales Tax Exemption Certificate (AC-946)

Use the AC-946 form to be exempt from paying New York State Sales Tax.

Non-Employee Travel Expense Form

Completed after travel to account for costs incurred and to request reimbursement for travel expenses for non-employees.  Used in lieu of the travel voucher.

Standard Voucher

This form should be used for processing payment with standard vouchers.

State Card Acknowledgment

Individuals who are being issued Purchasing Cards, Travel Cards, or Non-Employee Travel Cards are required to review and acknowledge their agreement to certain terms and conditions.  This form outlines those terms and condition.

Statement of Automobile Travel

This form should be filed with a travel voucher if you are claiming reimbursement for personal automobile mileage.

Third-Party Reimbursement Form

This Microsoft Excel Form should be used to document third-party reimbursements for campus expenses.  For additional information, see the instructions below:

Travel Advance and Authorization (Online)

Travel Advance and Authorization (Paper) 

Completed prior to trip and/or when requesting an advance on certain travel expenses.  The online version is preferred, but the paper version is still available for use.

Travel Authorization (Blanket)

This form should be used by State Travelers who conduct routine travel throughout a semester or fiscal year. Travelers who do not conduct routine, repeated travel should use the standard Travel Authorization and Advance Form.

Travel Ban Exemption Request

This form may be used to request an exemption to travel to a location that is currently under a travel ban.

Travel Card Application

This form can be used to apply for a state Travel Card Application, which can be used to pay for legitimate expenses such as lodging, and transportation when traveling on official state business and in travel status.

Please note: This form has been discontinued. Please use the combined Travel / Net Card Application instead. 

Travel / NET Card Application

This form is used to apply for a State University of New York Citibank Visa Travel Card or Non-Employee Travel Card, which can be used to pay for legitimate expenses such as lodging, and transportation when traveling on official state business and in travel status.

Travel Over-Per-Diem Justification

If a traveler is unable to secure lodging at the established per-diem rates, they must complete the attached Over-Per-Diem Justification and submit with the Travel Authorization Form.

Travel Personal vs. Rental Vehicle Cost Comparison Form

This form may be used in calculate the cost comparison of taking a personal vehicle vs. a rental vehicle and to document that the choice made was at the lowest cost to the state.

Please note: travelers using the online Travel Authorization and Advance Form do not need to use this form as the online form includes a built-in cost calculator.

Travel Voucher

This form should be completed after travel to account for all costs incurred during the trip and to request reimbursement for allowable travel costs.

Traveler Checklist

This checklist has been developed to assist travelers with preparing for state travel and includes important reminders of actions that should be taken before, during, and after travel has occurred.

Back to top