Card Services Department

Downstate Health Sciences University’s Credit Card Programs: PCard, TCard, and NET Card are widely accepted Visa cards issued by J.P Morgan Bank. 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.

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Procurement Card (PCard)

PCard's 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. The standard single transaction limit is $4,999 whereas the overall credit limit is $50,000. If an increase in either is needed, please complete a credit limit increase form and submit with an approved requisition and quote from the vendor.

Certification and expense report submissions for PCard are due on the 10th of every month.

All card type package submissions must include the following in this order:

1. [PCard only] Certification Page, signed and dated by both Cardholder and Cardholder’s Supervisor.
2. J.P Morgan Bank Statement.
3. 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 J.P Morgan Bank Statement.

Important Shipping Information- Attention ALL PCard Users!

Important 'Ship to' detail  instructions and tips (detail link) When placing a PCard funded order by telephone or online that involves a shipment to Downstate, be certain to include accurate PO# = CCNN-NNN-NNN, where N is the departments normal Req.

All Downstate incoming Shipments - ALL funding sources including ‘No-Charge’ (PO#=NC) shipments received through Central Receiving must be in the following format (note required fields):

SUNY Downstate  (DHSU, UHD, or affiliate's company are all acceptable)
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

PO#: _______________ (REQUIRED).The PO# must appear somewhere on shipping label (any reference field). See Downstate's PO#@ formats

All Shipments must have a packing list (link) attached to the OUTSIDE of each package (or to the outside of palletized shipments).

For more information about PO# Formats

Travel Card (TCard)

TCard's 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 Pre-Approved by the Campus CFO to ensure adequate funding. Be mindful that employees cannot share their TCard with other employees. The standard single transaction limit and overall credit limit for all travel cards is $2,500. If an increase in either is needed, please complete a credit limit increase form and submit with an approved requisition and quote from the vendor. All travel  is booked through the Concur website.

Expense report submissions for TCard are due 30 days after Travel.

All card type package submissions must include the following in this order:

1. Travel Approval Request, signed and dated by both Cardholder and Cardholder’s Supervisor
2. Proof of attendance with all applicable required documents, such as receipts, boarding passes, and conference agenda
3. J.P Morgan Bank Statement

Non-Employee Travel Card (NET Card) 

NET Card's are also VISA cards issued by J.P Morgan Bank.  NET Cards are to pay for expenses for non-employees, such as candidates and guest speakers while they are on official state business. The standard single transaction limit and overall credit limit for NET cards is $2,500. If an increase in either is needed, please send a requisition, any invoices, and the card limit increase form that is linked in our manuals and forms section. All travel is booked through the Concur website.

Expense report submissions for NETCard are due 30 days after Travel.

All card type package submissions must include the following in this order:

1. Proof of attendance with all applicable required documents, such as receipts, boarding passes, and conference agenda
2. J.P Morgan Bank Statement

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