Tax exemption

Alfred University is tax exempt in New York State only. If you are using a University credit card or if the University is paying for some of your travel expenses for you, you should be able to take advantage of our tax exempt status to save paying the sales tax. We have the tax exempt forms here in the Business Office and you can request one at any time, by dialing 2128 or emailing Business Office. Note that some locales charge additional taxes other than sales tax that cannot be forgiven. Also many hotels will not honor tax exempt status if you are paying with a personal credit card.

Credit Cards

If you haven’t been issued a University credit card, Purchasing does have a credit card that can be used to complete your transactions. You can make airline reservations with the local travel agency and make hotel reservations directly with the hotel and give this information to Purchasing and they can complete the transactions for you. This saves your personal credit card from having these high dollar transactions that can eat up your available credit.

Travel Expense Report

The form and instructions are available in hard copy at the Business Office or can be downloaded from our Website:
Travel Expense Report

Receipts are required for ALL expenses if reimbursement is expected.

These forms identify most types of expenses that would be incurred through travel and allows for detailed expense documentation. When completing this form (see attached travel expense report) please be sure to give a full picture of your trip. Include a complete account number, dates and destinations of the trip at the top of this form. All trips spanning more than one day would be expected to list lodging, meals, perhaps cab fare and tip, and some form of transportation, this includes miles traveled when driving. Without these items the travel documentation would be considered incomplete. Therefore, even if a portion of your travel was paid by an entity outside the university, yourself or another outside organization, a notation should be listed in the appropriate area indicating: personal expense, included with conference registration, etc. This notation will assure any audit review that there was not an oversight and that all expenses were indeed accounted for. List expenses for meals separately by meal and day, not as a total. Conference travel should always list an expense for conference registration.

If during your travel you entertain guests for university business and provide dinner for more than yourself, an explanation of the attendees and purpose is required on the entertainment record. The entertainment record is located on the back of the travel reimbursement form or may be accessed via the entertainment tab on the web. Specific form instructions are listed on the entertainment record as well.

On the right side of the form, you are able to define whether the travel item was charged to AU, this would include procurement/credit card charges as well as items prepaid by university check, or paid for with cash. Additionally, at the bottom, any advance received for these expenses is listed, allowing for a complete accounting of the overall trip. ALL original receipts for items listed on travel expense reports must be attached and submitted with the travel expense reports. Receipts include credit card slips, Internet confirmation printouts, registration confirmations, hotel checkouts, sales slips and invoices. Receipts must be provided for ALL expenses.

The person who is traveling must sign the report and have it approved by their supervisor, if the total cost was not preapprovedby your supervisor on a Travel Advance and Authorization Form.

Special Offers

AAA is being offered to Alfred University employees as an option when booking Business travel arrangements.  Employees are not required to use this service and it should be noted that there are no membership fees involved when booking University related travel.

If you are interested in learning how the AAA travel program may be of assistance to you, please take a look at the AAA Business Travel Partnership Program overview for further information.

You may contact the AAA office directly by calling 800-954-7687.  Please complete the Business Traveler Profile form prior to making any travel arrangements to help inform the agent of any specific requirements you may have.

For questions regarding the University program you may also contact Sue Peck at 871-2260.