December 16, 2002
To: The Baruch College Community
From: Raymond G. Hohman, Jr.
 Office of the Controller
Re: Accounts Payable Policies

Outlined below are College policies that clarify Accounts Payable
procedures with regard to reimbursement documentation and
certification of goods and services received.


Electronic Airline Tickets
As the airlines accelerate the electronic ticketing system and more
airline ticket purchases are transacted on-line through the Internet, the
ControllerÕs Office has found that the required NYS-CUNY and IRS
documentation requirements are being compromised.
Accordingly, effective immediately, submission of boarding passes
will be required for travel verification.  In lieu of boarding passes, a
letter of confirmation provided by the conference organizers, certifying
the participantÕs (or payeeÕs) attendance, will be required.  Either one
of these documents must be submitted with the requisite travel
reimbursement vouchers.


Lost Documentation Ð Receipts or other Documentation such as
Airline Tickets
The State of New York requires all original receipts and related
documentation to be attached to vouchers for travel reimbursement.
However, original documentation may become lost or destroyed,
resulting in an incomplete reimbursement submission.  In the rare
instance this occurs, the documentation must be replaced.  If the
replacement documentation is a copy of the original, which includes
facsimile copies, certification must be made that the original
document is no longer available and the copy provided is currently
serving as the original for reimbursement processing purposes.  With
regard to this certification, the following should be written on the
document copy:

This is an original invoice never previously processed.
PayeeÕs Signature:
Date:


Certification of Receipts of Articles or Services
There have been frequent instances of College personnel signing the
following declaration without actually verifying receipt of articles or
performance of services:

ÒI certify that the articles or services specified have been received or
performed and that the quantity and quality thereof have been verified.Ó

This is an absolute statement of performance which the ControllerÕs
Office Accounts Payable unit relies on in order to process payments to
the payee.  Accordingly, in the event that such certification is made and
the certification is proven to be inaccurate or incorrect, the authorized
signatory may have their signing privileges revoked and may be
subject to other appropriate action as deemed by the College
administration.

If you have questions, please do not hesitate to contact me at (212)
802-2785.  Thank you for your cooperation in this effort.