You can use Non-Sponsored Research funds for the immediate purchase of items with reimbursement at a later point, such as supplies less than $2,500.00. Find out how to get reimbursed.
The Reimbursement/Advance Payment (RAP) Form serves as the document to pay individuals for various purposes.
The following items are required for after purchase reimbursements:
The RAP form cannot be used for payments to suppliers, travel, RF moving expenses, independent contractor payments or non-resident alien scholarship or award payments.
Depending on how the purchase was made, the following documentation is required:
Employee should keep copy for records.
Research Foundation-funded advances are also a type of reimbursement. These types of payments are typically used for human subject payments. In this case, the payee must:
A Consent Form must be distributed to each human subject that includes information about Internal Revenue Service requirements for 1099 reporting. The Principal Investigator must retain all signed and dated consent forms.
Please forward a completed W-9 form for any individuals who earn more than $600 in a calendar year, along with the total amount paid for a 1099 Tax form to be issued.
The Research Foundation of SUNY's policy for unrestricted funds identifies valid business purposes for non-compensation expenses and the types of expenditures that are permissible for payment or reimbursement by the RF. The policy provides criteria for determining a permissible expense, and provides examples of common expenses.
The payee and the authorized signer must sign the reimbursement request. Request forms will be returned if either signature is missing.
Food purchases must be justified. Food may be purchased for meetings when someone from outside the department is included. Meals may be purchased for candidates and those involved in the decision making process.
Attach “no alcohol statement” if an itemized receipt is not provided with request. Reimbursement is not provided for the purchase of alcoholic beverages.
Consider establishing a Procurement Card for a more efficient, cost-effective method of purchasing and payment for small dollar purchases. The Procurement Card will enable cardholders to make authorized purchases directly from a supplier without processing the traditional paperwork.
Reimbursement of NYS Sales Tax is un-allowable. The New York state local sales and use tax exemption certificate is available upon request from Purchasing or from the Non-Sponsored Group.