In certain limited circumstances, the college will pay for actual, necessary and reasonable travel expenses incurred by eligible non-employees.
In certain circumstances, individuals who are not employed by the state of New York may travel on college-related business. This is known as “Non-Employee Travel.” Examples include:
- Candidates traveling for job interviews
- Students or registered volunteers assisting with a department’s off-campus program
- Vendors such as lecturers, evaluators, reviewers or those receiving honorariums
Non-Employees are not required to complete a travel authorization and should submit a Non-Employee Travel Expense Form in lieu of a travel voucher.
Payment of Non-Employee Travel Expenses
Where feasible, non-employee travel expenses should be paid with a Non-Employee Travel Card (NET Card) or through direct billing by submitting a purchase requisition to the vendor (such as with lodging). Paying with a purchase order or NET Card is more efficient than personal reimbursement and reduces the likelihood of the state being charged for inappropriate expenses (such as lodging tax).
If reimbursement is being requested, all non-employee travel expenses must be accounted for on the Non-Employee Travel Expense Form. The traveler must sign the traveler certification, attach all original receipts, and send to the designated campus contact.