Insurance and Tax Guidelines
Sales Tax Exemption
Ithaca College is a not-for-profit institution and is exempt from New York State sales tax on all goods and services purchased by employees for business use. In order to obtain the sales tax exemption, present the Sales Tax Exempt Form to the vendor at the time service is rendered or goods are received and pay for.
Ithaca College is exempt from sales tax in the following states:
Florida, Illinois, Kansas, Maine, Massachusetts, Michigan, Mississippi, New Jersey, New York, North Dakota, Rhode Island, Tennessee, Texas, Vermont, Wisconsin, Wyoming, Utah.
Travelers may obtain copies of exemption certificates from the Travel Services Office. Note: vendors may refuse to honor Ithaca College's sales tax exemption if cash or personal credit card is used. If sales tax exemption is denied note the name of the vendor, a contact person, and telephone number. The Travel Services Office will follow up with the vendor.
Note: If sales tax is paid, no reimbursement will be made for that amount unless the service provider does not accept the Ithaca College Sales Tax Exempt Form. If that is the case, include a memo of explanation when submitting the Expense Report Form.
Insurance
Ithaca College employees are covered under a travel accident insurance policy, which provides 24-hour protection in the event of accidental death or dismemberment while traveling on approved College business. Worker's compensation may also apply in the case of injury or death arising out of and in the course of Ithaca College employment.
Involvement in an incident that results in a claim while traveling on college business should be reported to the supervisor, Human Resources, and The Office of Risk Management immediately. Insurance questions can be directed to Risk Management and the Office of Human Resources.
Since Ithaca College's insurance program does not cover aircraft liability associated with non-commercial air travel, a personally owned, rented or borrowed aircraft may not be used when traveling on Ithaca College business. If Ithaca College business travel requires the use of a privately chartered aircraft, please consult with Ithaca College's Office of Risk Management before leaving for the trip.
Note: Ithaca College will not pay or reimburse for additional accident or life insurance.
Auto Liability Insurance
Ithaca College owned and non-owned vehicles are insured under the College’s automobile liability insurance policy within the United States and Canada for all College approved drivers. If renting a vehicle from a rental company, it is not necessary to purchase the “collision damage waiver” offered by rental companies if you are an approved College driver. Contact the Office of Risk Management to discuss insurance implications when renting vehicles outside of the U.S. and Canada. If you are involved in a motor vehicle accident while traveling, procedures must be followed, which are located at http://ithaca.edu/riskmanagement/memos/motor_vehicle_accident.pdf.
Personal automobile insurance policy is primary when using a personal vehicle for Ithaca College business, or for un-approved College drivers. The traveler is responsible for any deductibles under the policy (see "use of personal vehicle for College business-related travel").
Injury or Sickness
Ithaca College maintains workers' compensation insurance for claims by employees arising from a work-related injury or sickness. This coverage applies to on-campus activities as well as when an employee is traveling on Ithaca College business both domestically and internationally.
Emergency situations, including those incidents occurring out of the Ithaca College community area and in foreign countries, should be directed to the appropriate medical facility immediately and reported to The Ithaca College Office of Human Resources as soon as possible. Workers' compensation may cover necessary medical expenses for the work-related injury.
Those with international travel plans, should also contact the traveler's primary medical insurance carrier to discuss how medical insurance coverage will respond in the event a non work related sickness or injury arises during travel.
Insurance Beneficiary
The beneficiary for travel accident insurance is the same as the beneficiary designated under the Ithaca College Group Life Insurance program.
Loss of or Damage to Personal Property
Ithaca College does not carry insurance for loss of, or damage to, luggage or other personal effects during travel. If such damage occurs, seek reimbursement through your personal insurance company.
Loss of or Damage to College Property
If you will be traveling with Ithaca College property, all items need to be accounted for before and after the trip. An itemized listing needs to be generated prior to travel referencing item description, serial numbers, replacement value, etc. If loss or damage occurs to College property, it needs to be reported immediately to the police, supervisor, and to the Office of Risk Management. The police report is needed for the claim. The department will be responsible for the insurance deductible.