Hamilton College is a 501(c)3 tax exempt organization and is exempt from all sales tax in the state of New York. This exemption applies to hotels/motels, restaurants, rental cars and retail purchases.
New York State sales tax paid on College-reimbursable expenses in excess of $50 will not be reimbursed. Hotel reservations made through internet reservation services are exempt from this policy as long as the room rate charged is less than the standard room rate charged by the hotel. Documentation provided with the reimbursement request must clearly indicate that an internet service was used.
The sales tax exemption should always be requested when renting a vehicle in New York State. Vehicles rented through direct-billed College accounts are automatically tax exempt. Because rental car agencies are locally franchised, widespread acceptance of the tax exemption has proved difficult. For this reason, rental cars are currently exempt from the sales tax reimbursement policy.
The College also has tax exemption status in Connecticut, Florida, Maine, Massachusetts (tangible personal property only), Missouri and New Jersey. Advance application is required in Connecticut. Please contact the Purchasing and Property Management Office at least three weeks prior to your travel.
Sales tax exemption forms are available from the Student Activities Office.
The College maintains no insurance for loss of or damage to personal property during official travel. Travelers should seek reimbursement through their own insurance company or directly from the responsible party.
The College does not automatically insure its equipment or the contents of buildings. An individual traveling with College equipment should therefore contact the Purchasing and Property Management Office to determine whether insurance should be purchased prior to travel.
Even if a department has previously elected to insure certain property, the coverage may not automatically extend to travel. In these cases, the department should also contact the Purchasing and Property Management Office to determine whether coverage is effective during travel.
If a Hamilton student on official business is involved in an accident resulting in damage to his or her vehicle, the student's own automobile insurance applies. The mileage reimbursement amount is calculated to include coverage for fuel, auto insurance and wear and tear on the vehicle. Travelers who use a personal automobile that is not insured for collision damage should be aware that they will not be reimbursed by the College for such damage. If a student on official organization business is involved in an accident that causes bodily injury or property damage to a third party, the traveler's auto liability insurance will apply first. When necessary and appropriate, College liability insurance may supplement the traveler's. Inquiries and notification of loss should be directed to the Purchasing and Property Management Office, x4999.
