Other Expenses

The following describes other common types of expenses reviewed and processed by Award Management Services and the information and forms required. Please contact your Grant Administrator should there be any question concerning these or any other expenses related to a Research Foundation Account.

Campus Services
Campus Bookstore
Conference Registration Fees
UAlbany Dining (Sodexo/Aramark)
Conference and Training or Meeting Expenses
Membership & Subscription Fees
Honorarium
Subawards
Tuition
Forms

Campus Services 
Services provided to Projects by some Institutional Services on Campus, such as mail and telephone are invoiced directly by that office to Award Management Services on one campus-wide invoice. For mail, it's recommended to check and use University Mail Services as they have a contracts with certain vendors and this would present cost savings. Please be certain to provide a current RF account number for services, especially those which are recurring.

Other campus services, such as Information Technology Services (ITS), will invoice the project directly. The project may forward the invoice to Award Management Services for payment along with a completed Purchase Requisition form.

Services provided or items purchased must be allocable and appropriate to the sponsored award.  

Campus Bookstore
Projects can bring a completed Purchase Requisition form to the campus book store and have purchases direct billed to Award Management Services.  Please note that the Purchase Requisition must be itemized, detailing the items to be purchased.  All items purchased must be allocable and appropriate to the Sponsored Award.  Orders of $500 or more must be processed through Research Purchasing.

Conference Registration Fees 
Registration fees for conferences or training events may be an allowable expense on an award.  The date of the conference must fall within the dates of the award. 

  • Payment can be made directly to the conference vendor.  Requests should be submitted on a Purchase Requisition form accompanied by any completed registration form as required by the vendor. Please indicate if a copy of the completed registration form should be mailed to the vendor with the payment.
  • Conference Registration fees can also be reimbursed to an individual after the trip or as part of a travel advance.  Requests can be submitted on a Purchase Requisition form (if there are no other travel expenses being requested for reimbursement) after the trip or as part of Travel Payment Request Form for the related travel expense.  Requests must be supported by proof of payment and should include the conference announcement or agenda. 

UAlbany Dining (Sodexo/Aramark)
Projects should submit a Purchase Requisition form to UAlbany Dining/Sodexo or Aramark along with the event order. They will submit the invoice and original Purchase Requisition form as well as any other supporting documentation provide by the project directly to Award Management Services for payment. Requests must be documented as with all Conference and Training or Meeting Expenses.

Please note that all food and beverages served on campus must be provided through UAlbany Dining/Catering with the limited exceptions indicated in their Campus Food Policy.

Conference and Training or Meeting Expenses
Conference and Training or Meeting related expenses may be allowable on a sponsored award.  Requests for reimbursement of such expenses should be submitted on a Purchase Requisition form and must include an original detailed receipt, a program announcement, agenda or brief description of the meeting, and a list of attendees. Detailed or itemized receipts must be provided to document that no alcohol was purchased. The University does not permit alcoholic beverages be paid for through Research Foundation funded awards. Please note that as a tax-exempt entity, the Research Foundation cannot pay for or reimburse New York State Sales tax; a tax exempt form can be provided upon request.

For business meeting meals, please attach a statement justifying holding a meeting during a meal period. And for business meeting meals (on and off-campus), the RF sets the reimbursable amount of meals per person as:
• Breakfast - not to exceed the current breakfast per diem
• Lunch - not to exceed ½ the amount of the current dinner per diem
• Dinner – not to exceed 110% of the current dinner per diem

This includes food, beverages, taxes, and gratuities. If the meeting is in New York State, please note that as a tax-exempt entity, the Research Foundation cannot pay for or reimburse New York State Sales tax; a tax exempt form can be provided upon request.

Please note that all food and beverages served on campus must be provided through UAlbany Dining/Catering with the limited exceptions indicated in their Campus Food Policy.

In some circumstances, it may be appropriate to contract for services related to Conferences or Meetings with a Vendor, such as a hotel.  It is essential that such contracts are presented to the appropriate office in advance of the event to ensure that all terms and conditions of the contract are acceptable, and that the contract is signed by an authorized designee of The Research Foundation.  Please contact your Grant Administrator for additional information concerning contracts.

Honorarium
According to Research Foundation Policy, an honorarium is payment made to a lecturer or speaker for a non-extensive or incidental speaking engagement, or when the lecturer does not request to be compensated.

A person cannot have an employment relationship and a contractor relationship with the same organization.  Therefore payment to SUNY and RF employees must be made appropriately.  It is also important to note that a lecturer with an ongoing working relationship may be more appropriately classified as an employee.

According the Research Foundation policy, honorarium payments to a SUNY academic or professional employee must comply with SUNY policy as outlined below.  Research Foundation policy precludes the payment of an honorarium to a Research Foundation employee.  Additional considerations may apply for the payment of honoraria to other individuals from a Research Foundation account. 

SUNY Policy 
State University of New York (SUNY) policy does not allow SUNY academics or professional employees to charge a fee to deliver a lecture at other SUNY campuses. However, SUNY policy does authorize payment of honoraria. According to SUNY policy, honoraria

  • may not be paid for work at the lecturer's home campus
  • are limited to $100 per day plus expenses

Requests for such payments up to $2,500 should be submitted on the Request for Payment for Lecturer or Speaker Form.  If the request exceeds $2,500, the request should be submitted using the Independent Contractor Request for Approval form.

Membership & Subscription Fees
Membership and subscription fees may be an allowable expense to a sponsored award if the one of the following is demonstrated:

  • the membership creates a cost-savings to attend a conference at which research results specific to the project will be presented
  • membership is mandatory in order to present a paper specific to the project
  • the sole purpose of the membership is to purchase a periodical at a reduced rate, and the periodical is not available through the institution's library services and the periodical is necessary for the sponsored project. 

The entire term of the membership or subscription must be encompassed within the dates of the award.  In the event that the dates exceed that of the award, the expense should be pro-rated to include only that portion allocable and appropriate to the sponsored award.  Such expenses may be paid directly to the vendor, or as a reimbursement; submitted on a Purchase Requisition form.  Reimbursement requests must be accompanied by proof of payment.

The RF will not reimburse or pay for donations or contributions.

Subawards
The Office for Sponsored Programs will provide Award Management Services with a copy of the Subaward agreement, once fully executed.  In efforts to expedite the payment process, a Purchase Order is created to encumber the funds in accordance to the Subaward agreement.   

Upon receipt of invoice, the Principal Investigator or authorized project staff will be asked to review the invoice and certify that all expenses appear appropriate, that any reports due by the subrecipient have been completed and that the technical requirements are progressing.

Please note that should there be any issues or concerns related to the progress of a subaward, it should be brought immediately to the attention of the Research Administrator in the Office for Sponsored Programs.

Tuition
Payment of tuition is an allowable expense on a sponsored award provided that the following conditions are met:

  • the individual holds a concurrent payroll appointment under that source in an eligible graduate student payroll title 
  • tuition is specifically included in the Sponsor approved budget.   

If the individual holds a concurrent payroll appointment under that source, but is NOT in an eligible graduate student payroll title – the individual should seek tuition guidance and reimbursement instead through The State University Employee (SUE) Tuition Waiver Program.

Please note the RF will not pay late fees.

Tuition requests should be submitted on Purchase Requisition forms and supported by appropriate documents.  Requests to pay the University directly should be accompanied by a Third Party Invoice from the Office of Student Accounts. The University at Albany's Office of Student Accounts page can be found here in order to request an invoice.

Requests to reimburse an individual for tuition should be supported by proof of payment.

Forms