Accounts Payable & Cash Management

On This Page:

Overview
Policy
Required Documents
AP - Single Pay ID
Payroll
Payserv / Payroll
Travel-New York State Guidelines
Department Contact

Overview

The Accounts Payable creates a voucher in CUNYBuy or CUNYFirst (where applicable) to pay suppliers for goods and services received. The payment process includes, but is not limited to, processing invoices for goods and services, and travel and expense reimbursements.

Before authorizing payment, proof should be provided that the expenditure is just, true, appropriate, and owing. This should consist of evidence that goods were received and that items delivered were specified on the supplier's invoice description and correspond to the narrative on the PO description, a legally binding contract.

Policy

Hunter College strictly adheres to the policies, rules and regulations established by New York State, New York City, CUNY, and its own policies.

Required Documents

For Processing Payments Against State Tax Levy Funds:

AP - Single Pay ID

Payroll

Payserv / Payroll

Travel-New York State Guidelines

For more information, visit the New York State Traveler’s Guide website.

Under $250.00	$250.00 and Over
Purchase Requisition Travel date, reason for trip and cost of public original receipt New York State Petty Cash Sub Voucher	Not applicable

Under $250.00	$250.00 and Over
Purchase Requisition New York State Travel Voucher New York State Automobile Mileage Form Approved State Travel Reimbursement Request Form All original receipts for transportation, hotel and miscellaneous expenses Original or copy of conference or seminar brochure showing dates and itinerary	Same as for $250.00 and under

Under $250.00	$250.00 and Over
Purchase Requisition* New York State Standard Voucher New York State Travel Voucher New York State Automobile Mileage Form Approved Non-State Travel Reimbursement Request Form All original receipts for transportation, hotel and miscellaneous expenses Original or copy of conference or seminar brochure showing dates and itinerary One copy of receipts and other documentation	Same as for $250.00 and under

State of New York Moving Expense Reimbursement

Eligibility:

Appointees are eligible for reimbursement of transportation cost and moving expenses upon being appointed to a full time technical, scientific, educational, professional or administrative position in a department or agency of the State of New York for a period of one year or more. The head of the agency must approve non-competitive positions; within CUNY the President of the college or designee must approve the reimbursement.

Allowable Expenses:

Appointees eligible for reimbursement shall be reimbursed for actual and necessary expenses up to $3,000. The reimbursement is not subject to withholding or reportable as income but is included on the employee’s W-2 as non-taxable reimbursement.

The basic cost of moving household goods and personal effects from the appointee’s residence at the time of the appointment to the their new residence near the new place of employment by a carrier authorized by the New York State Department of Transportation or the Interstate Commerce Commission more than 35 miles. This covers the cost of packing, loading, transporting, unloading and unpacking of household goods and personal effects up to 12,000 pounds.
The cost of additional insurance above the lowest valuation rate charged.
The cost of storage of goods in-transit and for required warehouse handling if required.
The cost of truck or trailer rental if the appointees perform the move themselves.
The cost of the transportation of the appointee and their family to the new location, by common carrier or for mileage if they use their own vehicle. Reimbursement of mileage may be made for only one vehicle regardless of the number owned.

Non-Allowable Expenses:

The cost of shipping their vehicles is not covered.

Period of Time:

The claim must be made within one year from the effective date of the appointment. The claim cannot be made prior to being on payroll.

Forms and Documentation Required:

Purchase Requisition
New York State Standard Voucher
New York State Request/Agreement For Moving Expenses Reimbursement Form
Original bill of lading or freight invoice
Proof of payment
Itemization of what was moved if not listed on bill of lading or invoice
Justification letter for reimbursement of appointee

Under $250.00	$250.00 and Over
Purchase Requisition* New York State Standard Voucher New York State Form AC1099 Request/ Agreement for Moving Expense Reimbursement Original bill of lading or freight bill Proof of Payment Itemization of what was moved if not listed on bill Justification letter for hiring individual	Same as for $250.00 and under

Department Contact

Accounts Payable and Cash Management Department
East Building, Room E1501
(212) 772-4362
ask-ap@hunter.cuny.edu

Deborah Chen
AP Director
Finance and Business Affairs Office
hc1639@hunter.cuny.edu

Maria Gilles
AP Deputy Director
Finance and Business Affairs Office
mg8067@hunter.cuny.edu

Marie Doxy
Travel & Expense and Credit Card Reconciliation
(212) 772-4440
marie.doxy@hunter.cuny.edu