Policies and Guidelines | Finance | SUNY Downstate Health Sciences University

The purpose of this guideline is to define the appropriate use of the NYS Travel Card.

The SUNY Downstate Health Sciences University Travel Card (TCard) is a J.P. Morgan Chase-issued Visa card designed to streamline payment of authorized business and travel expenses. The Travel Card serves as a financial tool for authorized business travel expenses during Travel Status periods. This card represents a financial commitment on behalf of the State University. The best value must be obtained through adherence to established travel policies and guidelines.

Most departments are assigned a Travel Coordinator who manages the department's Travel Cards. The Travel Coordinator is responsible for completing the Cardholder Application Form. The Travel Coordinator:

Keeps Travel Cards secure
Distributes cards when needed
Collects cards right after travel ends

Qualifications
- Travel Card Requirements:
  - Downstate.edu email address
  - Internet/computer access
  - Valid record in the SUNY Portal, including a valid N#
Hospital Administration must approve ALL UHD-funded Cards. Submit approved applications to the Card Services Department via email to CardServices@downstate.edu.

Corrective actions may be used depending on the level of violation. Human error and extraordinary circumstances may be taken into consideration when investigating any violation of policy. Program violations that will trigger a review of the cardholder and approving supervisor’s readiness to participate in the program:
1. Late, incomplete, or missing monthly reconciliations
2. Personal use of the TCard
3. Purchasing prohibited items
Depending on the severity of the violation, the following action may be taken:
1. 1st Offense
  1. Both the cardholder and the cardholder’s supervisor will be notified of the infraction. The cardholder will be advised to use the card for official purposes only and within the parameters established by NYS and JP Morgan Visa. The cardholder will be personally responsible for reimbursing the state for unauthorized purchases.
2. 2nd Offense
  1. All State Travel Card privileges will be suspended for a period of three months. The cardholder’s supervisor and the Associate Vice President for Finance and Administer/Comptroller will be notified of this violation and subsequent suspension of privileges. At the end of the three-month period, the cardholder’s supervisor may elect to reinstate the cardholder’s privileges, with the approval of the Travel Card Administrator. The cardholder will be personally responsible for reimbursing the state for any unauthorized purchase.
3. 3rd Offense
  1. Use of the State Travel Card will be suspended permanently. The cardholder will be personally responsible for reimbursing the state for any unauthorized purchases.
4. Departments may implement further departmental disciplinary action.

Default Security Measures
- Upon initial card issuance, all Travel Cards maintain a $1.00 transaction limit as a protective measure. This security threshold remains active until the cardholder completes the required authorization process.
Transaction Limit Authorization Process
- Hospital Employees
  - Submit a Travel Approval Request to Hospital Administration
  - Obtain necessary administrative endorsements
  - Forward approved documentation to Cardservices@downstate.edu
Campus Employees
1. Submit Travel Approval Request to CFO-transactions@downstate.edu
2. Obtain required approvals
3. Forward approved documentation to Cardservices@downstate.edu
Processing and Activation
1. Card Services reviews submitted documentation and processes limit adjustments upon approval. Cardholders receive confirmation when transaction limits are modified. Maintain copies of all authorization documents for departmental records.
2. Transaction limits will only be increased to match the specific amounts approved on the Travel Request. No exceptions will be made without proper authorization.
3. Transaction limits revert to the $1.00 default between authorized travel periods. Each new travel event requires separate authorization for limit adjustments.

Travel Card Authorized Expenditures
1. Lodging
  - State-issued Travel Cards cover hotel room charges and applicable taxes. (New York State tax exemption applies to in-state accommodations.)
  - An itemized receipt must accompany all lodging claims.
2. Air Travel
  - Economy class airfare only
  - All flights must be booked through Direct Travel
  - Supporting documentation required for reimbursement
  - Baggage fees are eligible expenses
3. Ground Transportation
  - Car rentals http://www.hertz.com/goldcorp
  - Fuel purchases permitted for rental vehicles only
  - Train fare for business travel
  - Parking fees at transportation hubs and destinations
Restrictions and Prohibited Uses of the TCard
1. The State-issued Travel Card strictly prohibits payment of travel expenses for other employees.
  1. Each authorized cardholder must maintain exclusive use of their assigned card for approved business travel expenses.
2. Vehicle-Related Restrictions
  1. Fuel purchases for personal vehicles are not reimbursable through the Travel Card.
  2. Cardholders using personal vehicles for business travel must submit mileage reimbursement claims through appropriate channels.
3. Dining and Entertainment
  1. The Travel Card does not cover any food-related expenses, including:
  2. Meals during travel
  3. Alcoholic beverages
  4. Room service charges
4. Hotel Incidentals. Additional hotel charges beyond room and tax are prohibited, including:
  1. Fitness center or spa access
  2. Laundry services
  3. In-room entertainment
  4. Premium internet upgrades
  5. Mini-bar purchases
  6. Personal Expenses - The Travel Card must never be used for personal transactions of any nature, regardless of intention to reimburse.
5. Financial Transactions
  1. Cash advances or refunds
  2. Cash back on purchases
  3. Registration fees for conferences or seminars
6. Technology and Equipment
  1. Information technology hardware
  2. Software purchases or licenses
  3. Equipment of any kind
  4. Printing services
7. Professional Services and Memberships
  1. Professional organization memberships
  2. Subscription services
  3. Conference registrations
8. General Purchases
  1. Books and publications
  2. Office supplies and materials
  3. Shipping and courier services
  4. Film processing

Following transaction approval, cardholders must compile and submit a comprehensive expense report to Card Services within the established deadline. This submission serves as the official record of Travel Card expenditures and requires thorough documentation.
Required Documentation. A complete expense report package must include:
1. Travel Authorization
  1. Travel Approval Request form with original signature
  2. Hospital or Campus CFO endorsement required
2. Financial Records
  1. Complete J.P. Morgan statement
  2. Original, itemized receipts for all transactions
  3. Detailed invoices supporting each purchase
3. Travel Verification
  1. Conference or meeting agenda
  2. Documentation confirming attendance
Convert all documentation into PDF format and email the complete package to CardServices@downstate.edu. Maintain copies of all submitted materials for departmental records.

An employee is in “travel status" when they are:
1. More than 35 miles from the employee’s official workplace AND
2. More than 35 miles from the employee’s home
  
  Example: If an employee works in Brooklyn and lives in Westchester, a trip to Albany would qualify as travel status, while a trip to Long Island would not.
Send the following documents to CardServces@downstate.edu within 30 days after travel.
1. Travel Approval Request Form
2. Completed Report of Travel Expenses and Claim for Payment Form
  1. Convert foreign currency to USD
  2. Include all travel dates
  3. List all locations
  4. Never include SSN
3. Copy of redacted Credit Card statement
4. Statement of Automobile Travel
5. Completed Substitute W9 (Non- employees only)
6. Justification letters (if required)
7. Itemized receipts for expenses (hotel, car, taxi, etc.)
Getting Reimbursed
1. Claims will be processed in 30 Days.
Payment Methods:
1. Direct deposit (if already enrolled)
2. Check by mail
  - Convert foreign currency to USD
  - Include all travel dates
  - List all locations
  - Never include SSN
  - Redact irrelevant statement information

Cardholder Qualifications and Responsibilities

The Department Leader designates the cardholder authority assigned to each card and is responsible for all purchases. Intentional misuse/abuse of the TCard may result in immediate revocation of privileges, and may include further disciplinary action up to and including termination of employment. Cardholders may also be required to reimburse any unauthorized purchases made on the card. The Cardholder is the sole authorized user of the card. Other individuals may not use the card.

1. Cardholder Responsibilities:
  1. Sign the Cardholder Acknowledgement Form and agree to comply with the terms and conditions.
  2. All TCard transactions must be Pre-Approved by Campus/Hospital CFO via Travel Pre-Approval form.
  3. Reconcile itemized receipts and supporting documentation immediately after travel.
  4. Security and safekeeping of the physical TCard, as well as the account number and expiration date. Cardholders alone are the only authorized users of their TCard and should make every effort to ensure suppliers do not have their credit card on file for security reasons. Some websites encourage or prompt cardholders to save credit card information in their profiles for ease of use. Cardholders should opt not to utilize this function.
  5. Securing confidentiality of cardholder information and JP Morgan Payment Net ID and password
  6. Reviewing appropriateness, allowability, and availability of funds prior to executing transactions
  7. Complying with all Restrictions and Limitations
  8. Retaining original, itemized receipts for each transaction and submitting the appropriate documentation published deadlines
  9. Notify Card Services of any extended absences (i.e. vacation, FMLA, sabbatical etc.)
  10. Immediately reporting possible fraudulent misuse to J.P Morgan by contacting Cardholder Support at 1-800-316-6056, and completing and submitting any requested documents to J.P Morgan within deadline dates
  11. Immediately reporting lost or stolen TCard to J.P Morgan by contacting Cardholder Support at 1-800-316-6056, and notifying Card Services.
Approving Supervisor (AS) Qualifications and Responsibilities
1. The AS must meet the following criteria:
  1. The AS is the SUNY DHSU employee responsible for oversight of cardholder activity.
  2. May not be the same person as the cardholder.
  3. Must be a SUNY DHSU employee who has budget and signature authority on projects administered by SUNY DHSU OR must be a SUNY DHSU employee with budget and signature authority on active accounts AND obtain written approval and documentation signed by supervisor.
  4. Must have an e-mail address, web access, and access to a computer with Adobe Acrobat Reader and print capabilities.
AS Responsibilities
1. Maintaining confidentiality of cardholder information and access online user ID and password
2. Authorizing cardholder spend profile
3. Assuring that all charges are appropriate; no prohibited items have been purchased; transactions have been allocated to the appropriate funds and that there is sufficient and approved budget available
4. Verifying that all charges are supported by appropriate submitted to Cardservices@downstate.edu no later than the 30th of each month, in the month following the credit card statement cycle end date
5. Notifying the SUNY DHSU Program Administrator of cardholders who are terminating employment, transferring to another department, or will be on an extended leave of absence.
6. Ensuring that cardholder fulfills responsibilities
7. Initiating replacement process for cards and new users

Travel Card Policies and Guidelines