Processes, Forms, and Resources

Sponsored Funds Administration

Accounts Payable and Purchasing Processes:

Purchase Orders (PO): Purchase orders are set up when there are reoccurring payments to vendors, when there is any type of agreement associated with the payment, and when there are consultant services.  A purchase order is set up to encumber the funds first, and then the invoice is paid from the purchase order using a PO payment request form. To request a purchase order be encumbered, please use the purchase requisition form. 

Placing Orders: The best practice is to encumber a Purchase Order. After a PO has been encumbered, the Sponsored Programs team can place the order using the PO. The Purchase Requisition will need to list the contact person and email address to place the order. If the order is physical items, the correct shipping information must be listed on the Purchase Requisition. 
If the preferred method of placing the order is credit card, complete the Purchase Requisition with all ordering details and shipping location. The Sponsored Programs team will place the order using the Purchasing Card and confirm with you once the order has been placed. After the order has been received, please confirm the items are in proper working order. Submit the packing slip at the time you submit for payment if a Purchase Order is used, or after the items have been received if paid via Pcard.
RF Vendor Check Request: For reimbursements to individuals (other than travel expenses), payments to a vendor (ex: car rental invoice) or if there is a one-time, low dollar amount payment to a vendor or individual. 

Participant Stipend Form: Used for participant support costs that are included in your sponsored budget. Costs for items such as stipends, subsistence allowances, travel allowances and registration fees in connection with conferences or training projects.
W9 Information: When working with a new vendor, we require a complete and signed W9 form from the vendor. If you are unsure if we have the vendor’s information on file, you can reach out to OTPS@rfsuny.org and we can let you know if we require a W9 from the vendor. A W9 is not required when reimbursing an RF or SUNY employee. W9’s can be submitted through our secure portal at the following link: W-9 submission (formbank.us)

Travel Reimbursements: The RF Travel form is used to request a reimbursement for travel expenses. Listed below is information explaining how to submit for reimbursement for RF travel. We follow the RF Travel Policies listed in the RF Travel Handbook Travel Handbook (rfsuny.org). Links to specific sections of the travel handbook can also be found on the RF Travel Form. Travel expenses are submitted using the fillable RF Travel Payment Request Form with the required supporting documentation. Expenses are typically submitted for reimbursement after the travel takes place. There is an option to submit for a travel advance before the trip takes place – there is a section on the travel form for this scenario. Please remember that the travel must take place during the award period of your grant. 
Complete the travel form and attach documentation of the purpose of travel (please see below for acceptable types of documentation)

1. Acceptable types of documentation (please note that only one type of documentation is needed):
   1. Training/Attendance roster (must indicate all training dates)
   2. Training announcement
   3. Conference/Meeting Agenda
   4. Calendar print out (must indicate travel dates, schedule, purpose of travel and location)
   5. Detailed memo
2.  Attach any receipts related to the travel (excluding meals)
3.  Meals are paid with a meal per diem – details are provided on the travel form
4. If you used our direct bill accounts for airfare, train, or car rentals, please attach a copy of the documents associated with those expenses. For example, flight reservation confirmation, boarding passes/tickets, train tickets, car rental agreement. Please note on the travel form that the direct bill option was used for the specific method of transportation. 
5. Print out of total mileage if personal vehicle is used. Documentation must include: 
   1. Start and end points
   2. Route must reflect actual route taken
   3. Total number of miles for trip Note: you may use a printout from Google Maps or MapQuest
6. Combine all documents as one PDF and send to OTPS@rfsuny.org 
    

Airfare: Please use Advantage Travel when booking airfare Advantage Travel - Capital Region NY Travel Agency (advantagetravelinc.com). Our contact is Mike McCabe (518) 426-0052. When you book flights with Advantage Travel, let them know that you are booking through the Research Foundation for SUNY, Sponsored Programs Office, The Operations Manager is Jay Barclay. You will provide Mike your Project, Task, Award information and Advantage Travel will charge our account.

Train: Travelers will typically book their own train tickets and get reimbursed using the RF Travel Payment Request form, but they may also use Advantage Travel to book train tickets, there is a $20 Service Fee for this service. 

Rental Vehicles: We have a direct bill relationship with Enterprise Rent a Car. You can book rental reservations through the enterprise website and use our contract and billing numbers listed below. The bill will come to us, with no out-of-pocket expense to the traveler.
RF SUNY SPO Direct Bill Numbers:
Contract ID / Account Number RF03500 RF SUNY – SPO
Billing Number 16801843 RF SUNY – SPO
When determining if it is more cost effective to rent a car or drive your personal vehicle, please use the Enterprise calculator to calculate the most cost-effective mode of transportation.  

Lodging: If the hotel you are looking to stay at accepts a direct bill option, we can work with the hotel to set up a PO so the traveler does not incur any out-of-pocket expenses. Please contact OTPS@RFSUNY.org to assist with this process. 
 

Forms

RF Purchase Requestion 
2024 Blank Check Request
2024 Blank Travel Form
Foreign Travel Approval Form
2025 Blank W9 Form
2024 Blank Participant Stipend Form
2020 PO Payment Request Form
24-25 Enterprise Calculator
RF SPO Enterprise Billing and Contract Information
 

Sponsored Funds Administration

Form Training PPT
Travel Training
OMB Circular A-21, Cost Principles for Educational Institutions
OMB Circular A-110, Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals and Other Non-Profit Organizations
OMB Circular A-133, Audits of States, Local Governments and Non-Profit Organizations
Travel GSA Rates
Foreign Per Diem Rates
Cost Share Policy
NIH Grants Policy Statement
NSF Grants Policy Manual
Federal Demonstration Partnership (FDP)
American Recovery and Reinvestment Act (ARRA)
Federal Funding Accountability and Transparency Act (FFATA)