| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Alcoholic Beverages | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Employee Awards/Incentives | No |
ex. Retirement Gift, Years of Service Awards, Employee Appreciation |
| Student Awards /Incentives | No | ex. Surveys |
| Non-Employee | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Holiday/Sympathy/Congratulations/Invitations | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Travel Expenses | Yes | ex. Flights |
| Rental Vehicle | Yes | N/A |
| Meals/Food | Yes |
Not to exceed current NYS per diem rates, itemized receipt needed, no spouses covered, no alcohol, gratuity no more than 20% Professional staff positions: Hiring committees may take candidates out for one meal; however, a maximum of two SUNY Brockport employees in addition to the candidate may attend. Full-time faculty positions: Hiring committees may take candidates out for one meal; however, a maximum of four SUNY Brockport employees in addition to the candidate may attend. Any meal/food requests beyond these listed items would need to be paid for using non-state funds (i.e. Foundation, BASC, BSG). Please work with your Dean, AVP, VP as appropriate. Please see the PPS website for more information or contact Procurement & Payment Services if there are questions. |
| Gifts | No | N/A |
| Lodging Expenses | Yes | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Travel Expenses | Yes* |
*ONLY when written into contract and approved by PPS Cannot exceed current NYS per diem rates |
| Professional Car Service | No |
N/A |
| Rental Vehicle | Yes* |
*ONLY when written into contract and approved by PPS Cannot exceed current NYS per diem rates |
| Meals/Food | Yes* |
*ONLY when written into contract and approved by PPS Cannot exceed current NYS per diem rates |
| Gifts | No | N/A |
| Lodging Expenses | Yes* |
*ONLY when written into contract and approved by PPS Cannot exceed current NYS per diem rates |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Cash Donations, Gift Cards and Gift Certificates | No | N/A |
| Institutional | Yes | Must be in the name of the University |
| Individual Membership Civic or Service Club | No* | *Unless justified and approved by VP |
| Individual Membership Professional Organizations | Yes | Must have a program purpose, must support the University, justified and approved by the VP |
| Individual Membership Professional Licenses | Yes | If required of the position or benefits the University |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Classroom Purposes | Yes | Yes for academic use - not décor |
| Congratulatory | No | N/A |
| Funeral/Illness of Employee | No | N/A |
| Funeral/Illness of Donor or Friend | No | N/A |
| Administrative Professionals Day | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Employee Appreciation | No | N/A |
| Employee Memorial | No | N/A |
| Employee Retirement | No | N/A |
| Employee Special Occasion | No | N/A |
| Employee Sporting Event Tickets | No | N/A |
| Friends/Donors Appreciation | No | N/A |
| Friends/Donors Memorial | No | N/A |
| Friends/Donors Special Occasions | No | N/A |
| Candidates (NYS Positions and/or Guests) | No | N/A |
| Friends/Donors Sporting Event Tickets | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Employee from NYS Agency | No | Need to work with HR for extra services form |
| Speakers/Consultants/Performers | Yes | Justification Needed - Please work with PPS to confirm details |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Department Social Activity | No | N/A |
| Entertaining Official Guests | No | No, unless when used for program purpose and approved by VP ex. accreditation purposes (Middle States) |
| Faculty/Staff Orientations | No | N/A |
| Unplanned Working Luncheons | No | N/A |
| Planning/Administrative Meetings (Planned Luncheon) | Yes |
Must be infrequent (semi-annually) and have a program purpose, VP Approval Agenda and list of employees required |
| Recruitment (Perspective Employee and Search Committee) | Yes |
Professional staff positions: Hiring committees may take candidates out for one meal; however, a maximum of two SUNY Brockport employees in addition to the candidate may attend. Full-time faculty positions: Hiring committees may take candidates out for one meal; however, a maximum of four SUNY Brockport employees in addition to the candidate may attend. Tax Exempt Certificates should be used. SUNY Brockport employees should not pay, nor receive reimbursement for NYS Sales Tax. Meals must adhere to the current Monroe County per diem rates |
| Retirement Dinners | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Entertaining Official Guests | No | N/A |
| Faculty/Staff Orientations or Receptions | No | N/A |
| Recruitment (Perspective Employee) | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Residence Hall Programs | Yes | Must support the mission of ResLife |
| Orientation Receptions | Yes | ex. Campus Sponsored Welcome Receptions |
| Department Graduation | No | N/A |
| Activities | Yes | Mission Specific and in best interest of the state (must have a program purpose) |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Mileage Reimbursement | Yes* | *IRS Regulations do not permit reimbursement of commuting mileage |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Decorations | No | Includes but is not limited to aquariums, flowers, pictures, plants, holiday decorations, etc. |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Office Supplies | Yes/No |
Yes - Examples include pens, paperclips, folders, staplers, labels, etc. No - Examples include tissues, cleaning supplies (call Facilities), wall clocks, coffee, any food items, etc. |
| Breakroom Supplies | No | Paper plates, cups, coffee, party supplies, silverware, food etc. |
| Appliances - Common Area | Restrictions | Yes, but only though the CSEA contract |
| Appliances - Individual Offices | No | N/A |
| Decorations/Flowers/Plants | No | N/A |
| Holiday Decoration | No | N/A |
| Pictures/Artwork/Décor | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Employee Parking Permits, Towing, Traffic Violations | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Fundraising Activities | No | N/A |
| Alumni Activities | No | N/A |
| Dinners/Admissions Charges | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Provided for the Public | Restrictions |
Yes, but ONLY if mission specific and prior approval from PPS Includes bottled water, coffee, soda, etc. |
| Provided for Employees Only | No | N/A |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Moving | Yes | Moving Services for New Employees |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Orientations/Receptions/Commencement | Yes | Must have a program purpose |
| Travel | Restrictions | Policy in Progress |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| When in Travel Status | Yes | In accordance with OSC Travel Manual |
| Gratuity | Yes | If gratuity is customary then it should not exceed 20% |
| *Registration Fees | Yes |
For attendance of seminars, workshops and conferences If related to job duties / advance notice required / documentation needed |
| Transaction Type | State IFR, or SUTRA Funds |
Related Notes |
|---|---|---|
| Community Related Programs | Yes | If College Sponsored - example: Hosting Corporate Challenge, Special Olympics |
| Continuing Education Courses | Restrictions | As dictated by your Union |
| Faculty/Staff Retreats | Yes |
Must be infrequent (semi-annually) and have a program purpose, VP Approval Agenda and list of employees required |
| Planning/Administrative Training Meetings | Yes |
Must be infrequent (semi-annually) and have a program purpose, VP Approval Agenda and list of employees required |
| Faculty/Staff Orientations | Yes | ex. Nest Training |
| Faculty/Staff Receptions | No | N/A |