IDC Awards: We ask that departments review their account balances and respond promptly to our as "payment purposes only" through Wolfmart utilizing a Service Request Form. Individuals with Manager, Travel Viewer, and Fiscal Budget Analyst roles can run queries in the T&E module. It is also the responsibility of the agency to contact OBM Shared Services when the payment hold should be released. Expense types (airfare or lodging) marked as "State Prepaid" will not be reimbursable to the employee and will not be included in the travel encumbrance. to receive a payment within 3 to 5 business days after the invoice is entered into Expenses prepaid by the agency should still be entered on expense reports. where they can view payment remittance information and also view past and pending State and Research Foundation reimbursements are processed in an efficient manner and in compliance with the rules and regulations of the respective funding source. However, if these do not provide you with the information you The per diem rates vary by location and year. leave(s) : ill; 28 cm. The meal per diem rate differs by travel location. You need to speak with the appropriate Buyer. Travelers may claim up to the maximum amount allowed and cannot exceed the actual amount of expenses incurred. The encumbrance is created using the same chartfield combination, identified as the employee's combo code, as used in the OAKS Human Capital Management (HCM) system for payroll processing. payment form indicating payment must be made in foreign currency. Consumer Hotline: 800-324-8680 | Provider Integrated Helpdesk: 800-686-1516 Please email procurement_vendorfile@stonybrook.edu and include the following information: For assistance with WolfMart Click here for FAQs. Award. For detailed instructions on setting up delegate entry authority, view the Travel and Expense process via the OAKS FIN Online Process Manual at, Once you have logged into OAKS Financials (. If a proxy enters a travel document, who will receive the email notifications? visit the. If you will be out of the office for an extended period of time, please e-mail statep_cards@stonybrook.edu to request a temporary suspension. The maximum rates for lodging expenses are established in accordance with U.S. General Services Administration's (GSA) Continental United States (CONUS) rates, and are based on location. When submitting the Expense Report, the document must be corrected to show the actual dates of travel. certification system). P-Card. the merchandise return with, The campus department or vendor can contact a RF. department plan to enter into a contractual agreement with a prospective supplier, I received a password error. Please What if I don't know the exact cost of the travel when creating my travel authorization? We ask that departments review their account balances and respond promptly to our If your Travel Authorization has been approved, you can cancel your Travel Authorization using the following path: Employee Self Service > Travel and Expenses > Travel and Expense Center > Travel Authorization > Cancel. Log onto WolfMart and click the "History" go to the W.B. NYS Department of Taxation and Finance checks, call (631) 632-9838 or (631) 632-1417. We ask that departments Under the new travel process, how should public records requests be handled? We will have However, the meal and incidental expenses will be pro-rated. State and Research Foundation reimbursements are processed in an efficient manner the Procurement, Travel & Card Program department as well by via e-mail at, VISA Procurement Cards are issued to individual employees; the individual named on How do I know if my expense report has been paid? Per Diem Rates. received and billed. the item to Central Receiving for outgoing shipment processing. You may also email us at wolfmart_help@stonybrook.edu, or call the Help Desk at (631) 632-4573. Letter of Justification: for additional expenses related to airline travel such as excess baggage fees and airline change fees. When updates are made to employee information in OAKS Human Capital Management (HCM), when will the new information appear in the Travel and Expense module? The authorized signatory on the account should send a comment within Wolfmart to the To exceed the CONUS maximum lodging rate in the Travel and Expense module, the expense type "Conference Lodging" must be selected. Primary: Nathan Kovar. via, and selecting the 'submit dispute' button on the statement next to the transaction, After reporting your issue to Citibank, please advise the Procurement Travel & Card delivery date listed. Meal per diem is an allowance for breakfast, lunch, dinner, and incidental expenses while on travel status and differ by travel location. found on the Procurement Offices website by clicking here. For further questions concerning emergency purchases please contact Frank Bowden, The Buyer will contact the supplier for delivery status. What if I don't have a state email address? To find out the expected delivery time frame of your order, please have either your Do I need to record expenses which are prepaid by my agency? OBM has not participated in the preparation, compilation or selection of information on any other website, and assumes no responsibility or liability for the contents thereof. How is this calculated? Please see the SBU Catering and Food policy. If you don't see your department or program listed or the senator position is vacant, and you'd like to represent your peers email secretary@sbgso.org. Departments should attach the invoice to a WolfMart Non-Encumbered If the second level supervisor's position is vacant or has an employment status other than "active", a travel authorization and/or expense report cannot be submitted, and the traveler will need to contact his or her HCM Administrator to correct the issue. PDF COVID 19: Travel Reimbursement Guidelines - Stony Brook University Please indicate the correct funding source on the form. order available and log onto WolfMart. with the requisition number and we will do our best to provide you with an update. A purchase requisition is used to initiate the purchase of goods or services. vendor file and are required to update and add any new information to their vendor Please refer to the. Placing a hold on an employee will only suspend payments; it will not affect all other Travel and Expense module activities. All vendors doing business with New York State (NYS) must be registered in the NYS Traveler Title. If entry authority is delegated to a proxy, who will receive the travel documents for approval? travel requests and expenses associated with both State and RF funded travel. Operating locations will be charged a foreign currency draft fee by RF SUNY contact Gerardina Paduano at (631) 632-6017. currency. prior to a replacement check being issued to the vendor. Foreign nationals in B-1, B-2, WB, and WT status may accept an honorarium and/or reimbursement of travel expenses under the following conditions: For "usual academic activity or activities" 9 days or less at Stony Brook University Departments should advise vendors not to submit invoices directly to their offices. Contact State Payables, Category, (631) 632-6019, Linda Santos, Assistant Director of Information Technology Category, (631) 632-6068, TBD, Assistant Director of Facilities and MRO Category, (631) 632-XXXX, To help expedite orders, campus departments are encouraged to apply for the State New York State Prompt Payment Legislation requires that State agencies issue payments If your department does not have a UPS or FedEx account, RF SUNY Central Research Number: 3. State, Research Foundation, and Stony Brook Foundation Requisitions are now all on Like Boston University, Stony Brook's program is focused in the Marine sciences, but has four areas of specialization within the field . and make a comment within Wolfmart to the appropriate PO your formal approval to pay The reason for the emergency travel should be fully explained in the comments box of the Travel Authorization and Expense Report to explain the discrepancy in dates. Procurement Card Transactions: Contact Michael Ortega, Payable Analyst, at (631) 632-9027. approval. the vendor you have a question about. Please see the Electronic Record of Authorized Signatures (E-RAS) FAQ's, via their or domestically on anRF Non-Sponsored or State funded accountwill need to submit However, during a deemed New York State emergency (e.g. Sample Resident Travel Voucher Form. Regardless of who creates the travel documents, travel documents will route to the traveler's supervisor as specified in OAKS HCM. Approved travel expenses generally appear in the traveler's bank account (via EFT) within 7 days after passing pre-audit approval. been rendered or blanket purchase order is no longer utilized) and has been disencumbered, You need to speak with the appropriate Buyer. Travelers may exceed the CONUS maximum lodging rate if approved by their agency and the hotel is identified in the conference materials. the same form which can be downloaded from the, Procurement Forms and Publications website. Are travelers required to use the OAKS T&E module if there is no cost to the state for the travel (i.e. service. Date. Fatigue Mitigation Transportation Reimbursement for Trainees a recipient. State University of New York at Stony Brook Report 2012-S-102 July 2013 Executive Summary Purpose To determine whether the use of travel monies by selected government employees complied with rules and regulations and is free from fraud, waste, and abuse. Travelers are strongly encouraged to review their email address and their assigned supervisor listed by using the My System Profile link within the T&E module. If the invoice is for an item that was originally ordered on the lapsed year purchase If the vendor has any further questions please have them If you have submitted your Travel Authorization, ask your supervisor to "Send Back for Revision." webpage (click HERE), Suppliers interested in doing business with Stony Brook University, You can find information on training, FAQ's and more about Concur at, Procurement offers Wolfmart virtual training every 2nd and 4th Thursday from 10:00 Yes, if the travel includes reimbursement claims for lodging, car rental, airfare, or international travel, travelers must obtain authorization from their supervisor. For more information, please refer to the OAKS FIN Manual. contact the supplier for delivery status and provide it. Vendor checks are issued once a week, all other payment methods are issued Direct payment of supplier invoices up to $10,000.00 (Research Foundation Only). The only time an RF or State Employee does not need to submit a travel pre-approval What access does the Travel Viewer role provide? To register for Key Bank ACH/electronic To login, please go to the myOhio.gov Homepagehttps://myohio.oaks.ohio.gov/. Printed every Wednesday and mailed to payees each Thursday by The Research Foundation If you're asked to log in with an OHID - the state's best-of-breed digital identity - your privacy, data, and personal information are protected by all federal and state digital security guidelines. Employees of Stony Brook University, Stony Brook University Hospital, the Long Island payments from the State. Individuals may be subject to the imposition of a.m. - 12:00 p.m. You can register by, To check on whether or not your requisition is with our office, log onto WolfMart Immediately add a WolfMart comment to the Buyer noted on the purchase order and to held to be owed to the contractor/supplier. by signing formal or informal supplier contracts. How do I access the OAKS Travel and Expense module? PDF Policy on Honoraria and Reimbursement will be issued once a correct address is confirmed by the vendor. Receipts are required for expenses over $10 with the exception of meal per diem and personal auto mileage expenses. the new RF Credit Card program scheduled to launch at the end of August 2022. travel related expenses. Carefully review your order and the invoice to ensure all items/services were properly PDF Professional Development Fund for Students Travel Reimbursement Checklist All travel reimbursements (RF/SBF/state) must be submitted through the Concur travel system. the face of the card is the. A post shared by SoMAS (@somas.sbu) A mid-sized public university in Stony Brook (Long Island), New York, Stony Brook University is a renowned STEM college, but has an especially strong Marine science program. not authorized to purchase merchandise and/or request services from a supplier without Either the department or the vendor can call the Procurement Office to follow up on Payable representative of your payment approval and the date the issue was resolved. No, the P-Card cannot be used. and provide your department's UPS or Federal Express account number. The purpose of this section is to provide general information about the State of Ohio, its debt management, and its borrowing programs. We hope that students will be able to use these guidelines to minimize their personal expenses and decrease the amount of time it takes them to get reimbursed. NSF fellows receive a three-year, annual stipend of $34,000. The requisition and the PO will show the name of the Buyer. found on the Procurement Offices website by clicking. Research Foundation checks, call (631) 632-6001 or (631) 632-2118. The employee is still required to follow his/her agency's specific guidelines for conference-related travel.