| Before you begin |
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| Expense account |
Know not only the specific expense account to be charged, but also the account name, whether the account is restricted or unrestricted; if restricted which research project it is associated with |
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| Invoices |
Non-preferred suppliers must invoice payment amounts in USD currency |
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| Personal funds |
Payment of a Cornell business expense using personal funds should only occur under unusual circumstances. Seek prior approval from faculty advisor or lab PI whenever possible. |
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| Good recordkeeping is essential |
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| Keep a sharable running record of pcard and T&M card transactions: date of purchase, vendor, sales total, expense account, business purpose, and faculty approval |
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| Dedicate a sharable One Drive folder to receipts & invoices, sales quotations, sales orders pertaining to restricted expense accounts |
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| Use consistent receipt/ invoice file nomenclature; example: |
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Customer identifier |
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Vendor identifier |
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Date code: 4-digit year, 2-digit month, 2-digit day ex 20251109 |
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Maintain Concur expense reports for every trip you are paying for. Consistent nomenclature helps keep this organized: traveler identifier, destination city, date code. |
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| Procurement gateway |
Tool to track progess of eShop orders and I Want Docs, submit pcard receipts: https://gateway.procurement.cornell.edu/ |
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| Doing business outside of the United States |
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| Required of all travel outside of the United States: |
International Travel Registry: https://global.cornell.edu/travel/international-travel-registry-guide/registering-international-trip-cornell-travelers |
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| Importing goods |
When a department orders equipment from a foreign source, the following phrases need to be included in the requisition: “Send equipment in bond for clearance by: Mohawk Global Logistics 152 Air Cargo Road, Suite 303 Syracuse Hancock International Airport North Syracuse, NY 13212 Please list “Syracuse, NY” as airport of destination on Airway bill. 2. Generally, small shipments (valued at less than $1,200) shipped via parcel post from foreign countries can be imported without assistance of a Customs Broker. |
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| Travel expense reporting is mandatory |
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| All travel expenses using Cornell funds must be reported even if no reimbursement is needed |
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| A travel expense report must be filed within 60 days of the trip |
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| Carefully review the listing of allowed and unallowed travel expenses. Travelers will not be reimbursed for unallowed expenses. |
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| Maintain a travel log |
Start/end dates of departure from/ arrival to Ithaca, NY |
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Destination |
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Mode of transportation |
Personal vehicle: route record and total miles |
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Rented vehicle: invoice and fuel recipts |
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Air travel |
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Bus |
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Rail |
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Taxi |
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Meals & incidentals |
Record meals: breakfast lunch & dinner even if you did not eat anything |
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Receipts for one-day trip; itinerary to document overnight stays and per diem expense reporting |
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Must report prepaid meals such as conference dinner or complementary continental breakfast |
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Accommodation |
Receipts and or explanation, ex stayed with friends or split hotel expense |
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Personal travel notes, ex personal travel day for sightseeing or visiting friends |
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