Non-Employee Payment / Travel

Are you planning on having a Non-Employee come to campus and pay them for a service?

This process is for State funded accounts only.

Contact the appropriate funding office (College Foundation, Research Foundation, etc.) for guidance if using other funding sources.

For an individual who the College is going to pay for a service, the following steps need to be taken:

(Note: The payment will not be made until the service has been completed.)

1. Prior to the service taking place, enter a requisition into Jaggaer for approval purposes.
   1. Enter as a Non-catalog item in Jaggaer.
      1. Select Supplier:
         1. Supplier = Vendor's name or SFS #.
         2. If no SFS #, enter as “New Supplier”. Note: The "New Supplier" will only be temporary. We will need a Substitute Form W-9. See section 5, a, ii, A.
      2. Enter the line item of what is to be paid, i.e. Service/fee payment
          
2. Upload relevant backup documentation (agenda, flier, poster, program etc.)
    
3. Upload contract and/or invoice if applicable.
    
4. Request the individual to complete the Non-Employee Payment for Services Form (PDF). Comment in the Jaggaer requisition that this form is in process.
    
5. Receive the completed Non-Employee Payment for Services form and review for accuracy. You will also need to provide the state account number and signature of the account holder. Upload the form to the requisition in Jaggaer and comment that you have done so.
   1. If they answered YES to questions one and/or two on the form, they are considered State employees and need to be paid as extra service through Human Resources.
      1. State payroll = YES - For people who have been on the state payroll within the last year, work with HR to pay as extra service.
         1. Add a comment to the Jaggaer requisition that the individual is a state employee & getting paid via extra service.
         2. Since they are considered State employees, this completes Procurement Services steps for the service payment. You are now responsible for working directly with HR to complete the payment process.
      2. State payroll = NO - For people who have not been on the state payroll within the last year, upload the Non-Employee Payment for Services Form (PDF) as an attachment to the Jaggaer requisition.
         1. Using our secure drop box (SUNY Potsdam Procurement Secure Drop Box), upload the completed Substitute Form W-9. ***Do not email or upload this form into Jaggaer as it contains a SSN.***
             
6. Once the service has taken place, enter a comment in Jaggaer stating that service has been completed & approved for payment. It’s critical that you tag Invoices4AP to complete the payment process. Upload an invoice if applicable and enter Receivers as needed.

Are you planning on having a Non-Employee come to campus and pay them for a service and their travel expenses?

This process is for State funded accounts only.

Contact the appropriate funding office (College Foundation, Research Foundation, etc.) for guidance if using other funding sources.

For departments who wish to reimburse a non-employee for a service along with travel expenses and their department budget allows for such an expense, the following steps need to be taken:

Please note: If the person is being paid for a service and no travel, you will follow the steps in the Non-Employee Payment for Services section above.

(Note:  The payment will not be made until the service has been completed.)

1. Review the "Reference Guide for Allowable Travel Expenses" section below to guide you on allowable expenses including reimbursement maximums for Non-Employees.
    
2. Prior to the service taking place, enter a requisition into Jaggaer for approval purposes. The requisition should include any anticipated travel expenses they will be reimbursed for as well as the service payment.
    
3. Enter as a Non-catalog item in Jaggaer.
   1. Select Supplier:
      1. Supplier = Vendor's name or SFS #.  
      2. If no SFS #, enter as “New Supplier”.  Note: The "New Supplier" will only be temporary.  We will need a Substitute Form W-9. See 7, b, i.
          
   2. Itemize by line item what is to be paid
      1. Service/fee payment
      2. Lodging
      3. Transportation
      4. Meals
      5. Incidental Expenses
      6. Other (please describe)
          
4. Upload relevant backup documentation (agenda, flier, poster, program etc.)
    
5. Request the individual to complete the Non-Employee Payment for Services Form (PDF). Comment in the Jaggaer requisition that this form is in process.  
    
6. Receive the completed Non-Employee Payment for Services form and review for accuracy. You will also need to provide the state account number and signature of the account holder.  Upload this form and comment on the requisition in Jaggaer that the form has been uploaded.
    
7. If they answered YES to questions one and/or two on the form, they are considered State employees and need to be paid as extra service through Human Resources.
   1. State payroll = YES - For people who have been on the state payroll within the last year, work with HR to pay as extra service.
      1. Add a comment to the Jaggaer requisition that the individual is a state employee & getting paid via extra service.
          
      2. Since they are considered State employees, this completes Procurement Services steps for the service payment.  You are now responsible for working directly with HR to complete the payment process. For the travel reimbursement go to step 9.
          
   2. State payroll = NO - For people who have not been on the state payroll within the last year, upload the Non-Employee Payment for Services Form (PDF) as an attachment to the Jaggaer requisition.
      1. Using our secure drop box (SUNY Potsdam Procurement Secure Drop Box), upload the completed Substitute Form W-9. ***Do not email or upload this form into Jaggaer as it contains a SSN.***
          
8. Once the service has taken place, enter a comment in Jaggaer stating that service has been completed & approved for payment. It’s critical that you tag Invoices4AP to complete the payment process. Upload an invoice if applicable and enter Receivers as needed.
    
9. Once the travel has taken place, have the traveler complete a Non-Employee Travel Reimbursement Form (PDF) and upload the form and all receipts related to their travel, along with a Statement of Automobile Travel Form (PDF) if they are claiming personal vehicle mileage to the Jaggaer requisition. Please make sure you have followed the allowable expenses and limits referenced in the "Reference Guide for Allowable Travel Expenses" section below.
    
10. If a NET card was used to pay for the lodging, upload the hotel receipt in Jaggaer. Comment & tag Natalie Gravlin and Jen Sullivan to alert them that the receipt is there.
     
11. Please remind travelers that reimbursement is specific to travel expenses directly related to their travel to and from SUNY Potsdam only.
     
12. Create Receivers as needed.
     
13. Comment & tag Natalie Gravlin and Jen Sullivan to alert them that reimbursement is ready for processing. It is critical that you tag both Natalie & Jen so they know to move forward with the reimbursement process.

Are you planning on having a Non-Employee come to campus and reimburse them for their travel expenses?

This process is for State funded accounts only.

Contact the appropriate funding office (College Foundation, Research Foundation, etc.) for guidance if using other funding sources.

1. Review the "Reference Guide for Allowable Travel Expenses" section below to guide you on allowable expenses including reimbursement maximums for Non-Employees.
    
2. Prior to the event taking place, enter a requisition into Jaggaer for approval purposes. The requisition should include any anticipated travel expenses they will be reimbursed for.  
    
3. Enter as a Non-catalog item in Jaggaer.
   1. Select Supplier:
      1. Supplier = Vendor's name or SFS #.  
      2. If no SFS #, enter as “Potsdam-Miscellaneous Supplier”.  
          
   2. Itemize by line item what is to be paid
      1. Lodging
      2. Transportation
      3. Meals
      4. Incidental Expenses
      5. Other (please describe)
          
4. Upload relevant backup documentation (agenda, flier, poster, program etc.)
    
5. Once the travel has taken place, have the traveler complete a Non-Employee Travel Reimbursement Form (PDF) and upload the form and all receipts related to their travel, along with a Statement of Automobile Travel Form (PDF) if they are claiming personal vehicle mileage to the Jaggaer requisition. Please make sure you have followed the allowable expenses and limits referenced in the "Reference Guide for Allowable Travel Expenses" section below.
    
6. If a NET card was used to pay for the lodging, upload the hotel receipt in Jaggaer. Comment & tag Natalie Gravlin and Jen Sullivan to alert them that the receipt is there.
    
7. Please remind travelers that reimbursement is specific to travel expenses directly related to their travel to and from SUNY Potsdam only.
    
8. Create Receivers as needed.
    
9. Comment & tag Natalie Gravlin and Jen Sullivan to alert them that reimbursement is ready for processing.  It is critical that you tag both Natalie & Jen so they know to move forward with the reimbursement process.

***State accounts only***

Contact the appropriate funding office (College Foundation, Research Foundation, etc.) for guidance if using other funding sources.

Campus liaisons

Please be sure to guide your non-employee coming to campus to travel in the best interest of the State while observing SUNY Potsdam’s and the Office of the State Comptroller’s rules and regulations regarding travel. An approved Jaggaer requisition needs to be completed & approved prior to the travel taking place. 

Reimbursement rates as of October 2024

As a reminder, reimbursement is only for the individual non-employee’s travel expenses to & from SUNY Potsdam. Expenses related to family members and/or friends accompanying the individual are not reimbursed.

Lodging

Up to $110 per night with a receipt

Transportation

• Personal vehicle - $0.70 per mile & a completed Statement of Automobile Form is required
• Enterprise – Rental of a standard size vehicle
• Train – Reimbursed at the actual cost up to the current Amtrak government rate
• Airfare – Reimbursed at the Economy rate
• Bus - Reimbursed at the actual ticketed cost 

Meals 

• Breakfast – up to $14 with a receipt
• Lunch – up to $18 with a receipt.
• Dinner – up to $54 with a receipt – alcohol is not reimbursable         

Incidental Expenses

Include receipts for these items & list them on the form. 

Examples could include:

• Parking
• Taxi/Uber/Lyft
• Tolls & Bridges
• Subway

Remind traveler to save all receipts. Tax charges will be reimbursed for the non-employee traveler. NOTE: If a campus liaison uses a NETcard to cover an expense, those charges are tax exempt and should not be charged tax. 

Please email travel@potsdam.edu if you have any questions.