Card Services
Downstate Health Sciences University’s Credit Card Programs: PCard, TCard, and NET Card are widely accepted Visa cards issued by Citibank. They are designed to provide a more efficient means of making routine purchases and processing business travel by reducing paperwork and wait time on these transactions, allowing more purchasing responsibility and control at the department level and streamlining the purchasing and reimbursement cycles.
Procurement Card (PCard)
PCards are intended to be the primary method used for routine, authorized business purchases within the cardholder’s delegated authority limit. The PCard program is meant to supplement purchasing mechanisms already in place, and is not intended as an overall replacement or as a means to circumvent purchasing guidelines, requirements, and policies and procedures established by Downstate. If use of the PCard is not practical, the use of Downstate’s existing mechanisms such as purchase orders and personal expense reimbursements may be utilized.
Attention ALL P-Card Users!: When placing a PCard funded order by telephone or online that involve a shipment to Downstate, BE CERTAIN to include accurate PO#= CCNN-NNN-NNN (N is depts normal Req #), & SHIP TO =
SUNY Downstate (UHB, or the affiliate's name are acceptable)
PO#: _______________ (REQUIRED. See Downstate's PO#@ formats)
Recipients Name or dept, Building and Room # (REQUIRED)
445 Lenox Rd ("450 Clarkson Ave" is OK; 445 Lenox Rd better helps drivers since the CRec entrance
is on Lenox Rd)
Brooklyn, NY 11203-2098
Downstate incoming shipment requirements (link) .
PCard Purchases ‘Ship To’ Tips (link)
Your Downstate SHIPPING ADDRESS (link) is different than your MAILING address (link)!
Travel Card (TCard)
TCards are for all Downstate employees that are approved for travel status. Departmental Administrators should submit an approved application to the Card Services department for processing. All travel must be in compliance with NYS and Downstate’s guidelines and policies. Be mindful that employees cannot share their TCard with other employees.
Non-Employee Travel Card (NET Card)
NET Cards are also VISA cards issued by Citibank. NET Cards are to pay for expenses for non-employees, such as candidates and guest speakers while they are on official state business.
Omolara Jones
Card Services Manager
omolara.jones@downstate.edu
(718) 270-2935
Located at:
711 PSA Room BA-33 map
Internal Mail:
Mail Stop Code 130
Chrome River - "Now Live"
An online system to ease and improve PCard; TCard and NETCard Pre-approvals & Monthly expense package submissions.
Chrome River Help:
CardServicesHelp@downstate.edu or
(718) 270-4357 (HELP)
Chrome River Expenses Management Software Information
Existing Cardholders
SUNY Portal for FMS PCard Certification system access
Chrome River expense management
Citibank, CitiManager online access
For CitiManager issues, such as problems logging in:
contact number: 1-800-248-4553, option 1,
email: CCJAXL1HelpDesk@citi.com
All card type package submissions must include the following in this order:
- [PCard only] Certification Page, signed and dated by both Cardholder and Cardholder’s Supervisor
- Citibank Statement
- Purchase requisition, approved and dated prior to the purchase of the item, with all applicable required documents, such as quote, invoice, proof of receipt. Requisitions with support must be ordered to match the order that the transactions appear on the Citibank Statement
Procurement Card (PCard)
- Deadline: On the 10th of the month following statement cycle end date
- Packages must be scanned and emailed to PCardMonthlyCertification@downstate.edu with the subject line formatted: “PCard”, [Cardholder Name], Statement Cycle Dates
Example subject line: PCard, John Smith, 1/7/19‐2/6/19
Travel Card (TCard)
- Deadline: On the 25th of the month following statement cycle end date
- Packages must be scanned and emailed to TravelCardMonthlyCertification@downstate.edu with the subject line formatted: “TCard”, [Cardholder Name], Statement Cycle Dates
Example subject line: TCard, John Smith, 1/21/19‐2/22/19
Non‐employee Travel Card (NET Card)
- Deadline: On the 10th of the month following statement cycle end date
- Packages must be scanned and emailed to NetCardMonthlyCertification@downstate.edu with the subject line formatted: “NET Card”, [Cardholder Name], Statement Cycle Dates
Example subject line: NET Card, John Smith, 1/7/19‐2/6/19
Immediately contact the Citibank Help Desk by calling 1‐800‐248‐4553
After reporting your issue to Citibank, report the issue to Card Services Office by phone or email:
- Omolara Jones, (718) 270‐3056, omolara.jones@downstate.edu
- Contact Citibank by calling 1‐800‐248‐4553 or by logging on to your Citibank profile via CitiManager and selecting the 'submit dispute' button on the statement next to the transaction
- After reporting your issue to Citibank, report the issue to Card Services Office by phone or email:
-
- Omolara Jones, (718) 270‐3056, omolara.jones@downstate.edu
- All transactions must be reconciled/certified by the designated deadlines. Once Citibank has reviewed your dispute and investigated the charge, a credit will post to your statement. Both credits and debits must be certified.
To activate your NEW PCard – Procurement Card
Call the contact number on back of the card (1-800-248-4553)
They will require the 16 digit Card Number and the last (4) four digits of your SUNY ID #
This is located within the Employee Service Portal under Human Resources Systems
To activate your NEW TCard, NETCard – Travel Card, Non-Employee Travel Card
Call the contact number on back of the card (1-800-248-4553)
They will require the 16 digit Card Number and the last (4) four digits of your Social Security Number
New Cardholders
- PCard / TravelCard / NETCard Application/Change Form
- PCard / TravelCard / NETCard Acknowledgement Form
- PCard program training presentation PDF
- Chrome River training presentations
- Chrome River Quick Start Guide
Manuals & Forms
- PCard - Policy and Procedure Manual
- CitiManager - Merging Usernames Under Single Log-In
- Travel Manual
- Travel Approval Request Form
- Travel Lodging Justification Form
- Hotel Tax Exempt Form
- Missing Receipt Form
- Employee Report of Travel Expenses and Claim for Payment Form
- Statement of Automobile Travel Form
- Statement of State Corporate Travel Card Charges Form
- Statement of Meals Claimed
- Statement of Incidental and Transportation Expenses Form
- Chrome River Pilot Introduction
- Chrome River Pilots Presentation (recorded)