Travel Cards

The Non-Employee Travel (NET) Card and Travel Card programs are intended to reduce the amount of employee out-of-pocket expenses when traveling on behalf of SUNY Delhi. These programs are a privilege and will be monitored to ensure all purchases meet approved guidelines. NET Card and Travel Card privileges will be revoked for cardholders who utilize the card(s) for unapproved expenditures. 

A Travel Request must be signed and approved by the traveler’s supervisor and appropriate funding source administrator prior to any charges being applied to the NET/Travel Card.

• Travel Cards are used for travel related expenses of ONLY the issued cardholder.
• The NET Card is used to pay for travel related expenses when a student or visitor is in travel status on official State University business. The NET Card cannot be used for the travel of any New York State employee except when coaching staff are traveling with a team, or an instructor is traveling with students for a class or group trip. The NET Card may also be used for employees who do not have their own Travel Card.

The State University may change the terms and conditions or policies and procedures concerning use of the corporate travel credit card at any time. Compliance with these changes is required.

All expenses purchased on the NET card that involve students are required to be supported by a list of the students who participated.

Obtaining a NET/Travel Card

Employees must complete and submit a supervisor-approved Chase NYS Visa Card Application. The NYS Visa Card administrator will review the request, confirm the need for a card, and order the card if it is deemed necessary.

Upon receipt of their card, cardholders should:

1. Activate Your Card:

• Sign the back of your new card.
• Follow the Login directions below to create your JP Morgan-Chase account and activate via the PaymentNet Portal.

2. Login:

• Go to https://www.paymentnet.jpmorgan.com.
• On the Log In screen, click “Create your J.P. Morgan Commercial Card Online Account” and follow the prompts. For Access code 1, please use the last four digits of your business phone. For Access Code 2, please use first four digits of the address zip code used on the card application (1375).
• Once you are logged into your new account, locate the “activate card” button in the middle of your main screen dashboard. Select button and you will be asked to give the expiration of your card. Fill it out and click “submit”. Your card is now activated and can be used immediately.
• After successfully registering your card with JP Morgan Chase, select the “Statement reminder” check box (under “My Accounts” tab ) and sign up for JP Morgan Chase statement e-mail notifications. All statements and transaction reporting will be electronic.

New NET/Travel cardholders and existing cardholders must attend/complete a mandatory training/refresher session on the appropriate and non-appropriate use of their travel card yearly. Cardholders will also have to (re)sign an Agreement and Acknowledgment Form upon receipt of any new card(s).

Lost or Stolen Card

In the event that a corporate NET/Travel Card is lost or stolen, the employee must notify Chase at:

1-800-316-6056 as well as the Purchasing and Accounts Payable Office immediately.

Allowable use of the NET/Travel Card includes costs for:

• Airfare/Train: must be acquired through the contract vendor Child Travel (also called Direct Travel/Concur)
• Lodging 
• Meals (as detailed below)
• Registrations/Conference Fees (when in travel status – procurement card can also be used)
• Taxis/Uber/Lyft/parking
• Rental vehicles and rental vehicle gas
• Miscellaneous expenses while in travel status (supporting documentation of business purpose must be provided) 

The NET/Travel Card should not be used for*:

• Gas for personal vehicle
• Non-traditional hotels/motels (Airbnb**, VRBO**, etc.)
• Food expenses for staff meetings and retreats
• Personal use of any kind
• Alcoholic beverages
• Incidentals on hotel bill (gym/spa charges, movie rentals, etc.)
• Cash advances

*Any charges for non-allowable expenses on a NET/Travel Card must be paid back to the travel office.

**Airbnb/VRBO shall only be allowed as a means of lodging after a cost analysis has been performed and if the cost savings are substantial.

Travelers who are exclusively utilizing CADI or College Foundation funds must NOT use their NET/Travel Card to cover any of their expenses.

Purchasing Meals with NET/Travel Card

If cardholders choose to use the NET Card to pay for meals, the allowance for meals, including gratuities, shall be limited to the actual cost up to the maximum per diem meal allowance. An itemized receipt for meal purchases is required. Alcoholic beverages CANNOT be purchased with the NET/Travel Card. If the traveler is opting to claim reimbursement at the full meal per diem rate, any charges incurred on the travel card should be subtracted on the right hand side of the expense report. The Travel Card may not be used to pay for meals.

Reconciling and Reporting

The NET Card billing period ends on the 6^th of each month and the Travel Card billing period ends on the 22^nd of each month. To assist the travel coordinator with paying the State cards in a timely fashion and maintaining accurate records of NET/Travel Card charges, travelers should adhere to the following:

• The original itemized receipts for all items charged on the State NET/Travel Card need to be submitted to the Purchasing and Accounts Payable Office within 10 days of each billing period end date.
• All charges on the NET/Travel Card must be supported by a Travel Request and a Travel Voucher AC132-S or a Claim for Travel Reimbursement by a Non-Employee form.
• A Travel Voucher AC132-S must be submitted for all charges, whether or not out-of-pocket expenses were incurred.
• Any charges that are unable to be offset against allowable costs/expenses per SUNY guidelines must be paid back to the travel office at SUNY Delhi via check. The check will be made payable to “SUNY Delhi” and sent to the Purchasing and Accounts Payable Office.

An email will be sent to the individuals who have receipts that have not been accounted for; the timely submission of these receipts will assist in the reconciliation process. Revocation of the traveler's card may occur upon repeated delays in the submission of receipts and vouchers.

Lost or Stolen Card

In the event that a corporate NET/Travel Card is lost or stolen, the employee must notify Citibank at 1-800-790-7206 and the Purchasing and Accounts Payable Office immediately.

NET/Travel Card Inactivity and Cancellation

If there is no activity on a card for 6 months or more, the cardholder’s credit limit will be reduced to $1.00. This limits the institution’s liability, but avoids premature cancellation of card. The cardholder will be notified via email of credit limit reduction. The cardholder must notify the Purchasing and Accounts Payable Office via a Travel Request when card usage is anticipated, so the credit limit can be increased.

Any card inactive for 18 months or more will be canceled. The cardholder will be notified via email to immediately destroy the Travel Card.

It is the responsibility of the cardholder and/or their supervisor to promptly notify the Purchasing and Accounts Payable Office when there is a change in cardholder information, a card is lost or stolen, the employee is taking an extended leave of absence, or when the NET/Travel Card is no longer needed.