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.

Important Shipping Information

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

Transaction completion deadlines and submission information

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 10^th 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 25^th 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 10^th 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

Lost or Stolen Card

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, omolar a.jones@downstate.edu

Citibank Dispute & Fraud Process

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.

Citibank Card Activation information

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