The College will pay reasonable travel expenses directly related to the completion of official College business. Reimbursement is on the basis of actual and reasonable expenses incurred for transportation, local travel, meals, lodging, and other necessary business expenses. These expenses must be supported by original itemized receipts. The responsibility to observe the guidelines rests both with the traveler and the chairperson or supervisor who approves the expenditure(s).

The Vehicle Use Policy sets guidelines in the use of College owned, personal and rented vehicles. This policy applies to Hartwick College employees, students, and volunteers in all departments, programs and activities.

A travel advance form must be submitted at least five business days prior to the day that the advance is needed. Travel advances will not be released more than five days before the travel will begin. Upon completion of travel, travel expense reports must be submitted within 15 days of return from a trip. No new advances will be issued prior to the settlement of a current outstanding advance.

• Reimbursable Expenses Policy – Travel costs covered by the College
• Non-Reimbursable Expenses Policy – Travel costs not covered by the College

Itemized original receipts are to be submitted with all travel expense reports. Date and purpose of the trip should be noted in the appropriate place on the travel expense report. When an employee is claiming reimbursement for meals purchased for others, the reimbursement request must provide the names of the other diners, the location and date of the meal, and the specific business purpose for hosting the meal. This substantiation is necessary for the auditors and to adhere to IRS regulations. Each expense report should have the appropriate account number and approvals before submission for payment.

The College has a specific form it requires staff, faculty, students, individuals, and vendors to complete for travel expenses and to document Hartwick College Credit or Debit card expenses. Travel expense reports must be submitted with all original receipts to document expenses.

The Check Request Form should be used to request non-travel related reimbursement and Honorariums. All requests must include proper supporting documentation as outlined in the Accounts Payable Policy including original receipts or contracts. The College does not reimburse for sales tax. You may download the necessary form from the link on the left.

Cardholder Eligibility
Employees who travel frequently on Hartwick College (College) business can request a College credit card (Card). The request for a Card, approved by his/her supervisor, and respective Vice President, should be submitted to the College’s Controller. Each individual Cardholder must sign this Cardholder agreement which will be retained in the Finance Office.

Cardholder Responsibilities

• The Card is to be used for College travel related business only.
• All detailed sales slips must be submitted to Accounts Payable with the approved College’s Expense Report within two weeks from the day the traveler returned or if advance travel plans are made, two weeks from the date the charges were made.
• Cardholders are responsible to verify the accuracy of their statement when it arrives and to assure that all charges have been included on expense reports and submitted to Accounts Payable. Statements do not need to be forwarded to Accounts Payable.
• Attempt to resolve disputes or billing errors directly with the vendor and notify the Financial Services Office if a dispute or billing error has not been satisfactorily resolved.
• Ensure that an appropriate credit for the reported disputed items or billing error appears on a subsequent billing statement.
• Accepting cash in lieu of a credit to the Card account is not permitted.
• Other individuals are not allowed to use the Card. The Card should remain in the Cardholders possession and be kept secure.
• Immediately report a lost or stolen card to the Financial Services Office.
• Return the Card to the Financial Services Office upon terminating employment or if the Card is no longer needed for the employee’s position.

Payment Procedures

Payment will be made directly to the credit card company by the Finance Office each month.

Card Termination

A credit card account will be closed if a Cardholder:

• Moves to a new job not requiring travel or no longer needs a Card in their current position. (i.e. after completion of J Term programs)
• Terminates College employment.
• Fails to produce receipts or documentation in a timely manner (within two weeks, as stated above) or responds to requests to produce receipts or documentation.
• Knowingly uses the credit card for personal purchases.