Third Party Support and Reimbursement

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Reasons for Reimbursement

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• Trip expenditures for Faculty, Staff, Student Travel
• Reimbursement for a grant or award
• Reimbursement from an employee for disallowed charges on a state credit card
• Supplies and equipment

Best Practices

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• Whenever possible, request the third-party pay directly for goods and services
• If an IFR exists and the external party support meets the guidelines for which the IFR was established, use the Agency Fund Request to pay directly

Process Overview

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Planned Reimbursement

• Purchase Requisition
  1. Complete Non-Salary Third-Party Reimbursement Form
  2. Create Purchase Requisition indicating account #900802 as the funding source
  3. Route to Purchasing with supporting documentation
• Travel Card Payments
  1. Complete Non-Salary Third-Party Reimbursement Form
  2. Create Purchase Requisition indicating account #900802 as the funding source
  3. Route to Purchasing with supporting documentation
• Procurement Card (P-Card) Payments 
  1. Complete Non-Salary Third-Party Reimbursement Form
  2. When completing certification of P-card expenses, change funding source to account #900802 for transaction. Include a transaction description, for example, "Reimbursed from _ from_"
     1. Override an error message if account is overdrawn.
  3. Attach completed Non-Salary Third-Party Reimbursement Form on top of certification documentation and route to Accounts Payable
• Travel Vouchers
  1. Complete Non-Salary Third-Party Reimbursement Form
  2. Complete Travel Voucher, charging account #900802
  3. Attach to completed Non-Salary Third-Party Reimbursement Form on top Travel Voucher and route to Accounts Payable

Unplanned Reimbursement

• Department Receives Check Payable to SUNY Plattsburgh
  1. Complete Non-Salary Third-Party Reimbursement Form
  2. Route form, supporting documentation to Accounting Services.
• Payment Must Be Requested
  1. Complete Non-Salary Third-Party Reimbursement Form
  2. Route form, supporting documentation to Accounting Services.

Third Party Reimbursement (Non-Salary) Form

FAQ ABOUT THIRD-PARTIES