Travel and NET Card Guidelines

The Travel Card Program is intended to reduce the amount of employee out-of-pocket expenses when traveling on behalf of SUNY System Administration.

The Travel Card Program is a privilege and will be monitored by the Travel/NET Card Administrator to ensure all purchases meet approved guidelines.

Travel Card privileges may be revoked for cardholders who utilize the card for unapproved expenditures.

• ALL charges on the Travel Card must be supported by a Travel Voucher, State Travel Card Log, and Travel Authorization Form.
• The Travel Card billing period ends around the 22nd of each month.
• Original receipts for all items charged on the Travel Card must be submitted to the Purchasing and Accounts Payable Office with a corresponding Travel Voucher (AC132) and Travel Card Log for each trip, within two (2) weeks of receiving card statement.
  
  • This process helps to ensure there is no duplicate payment of expenses and all expenses related to one trip are accounted for.
  • Repeated offenses of missing receipts may result in your card privileges being revoked.
• As part of the monthly reconciliation and travel voucher submission, any charges that are unable to be offset against OSC/SUNY allowable costs/expenses must be paid back to SUNY Cortland via check.
  • The check should be made payable to "SUNY Cortland" and sent to the Purchasing and Accounts Payable Office with the Travel Voucher & State Travel Card Reconciliation Form for that trip.

• If your Travel Card is lost or stolen, you must immediately notify JP Morgan Chase and the Travel/NET Card Administrator at ext. 2306.

• If there is no activity on a card for 18 month or more, the cardholders credit limit will be reduced to $1.00.
  • This limits the University's liability while avoiding premature cancellation of cards.
  • The cardholder will be notified via email of credit limit reduction.
• Cardholder must notify the Purchasing and Accounts Payable Office prior to card usage for credit limit increases.
• Any card inactive for 24 months will be canceled. 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, if card is lost or stolen, or when the Travel Card is no longer needed.
• SUNY may change the terms and conditions or its policies and procedures concerning use of this corporate travel card at any time and cardholder must comply with these changes.

This Non-Employee Travel Card Program (NET Card) is intended to reduce the amount of students and visitors out-of-pocket expenses when traveling on behalf of the State.

The NET Card program is a privilege and will be monitored by the Travel/NET Card Administrator to ensure all purchases meet approved guidelines. You are being entrusted with a valuable tool – the NET Card – which is to be used for non-employee business travel expenses only when the traveler is in ‘Travel Status.’

Use of the card creates a financial commitment on behalf of the State University; therefore, you must strive to obtain best value for the University by following established travel policies and guidelines as appropriate.

• ALL charges on the NET Card must be supported by a NET Log.
  • The NET Card billing period ends around the 5th of each month.
  • Original receipts for all items charged on the NET Card must be submitted to the Purchasing and Accounts Payable Office with a corresponding Travel Card Log within two (2) weeks of receiving card statement.
  • Repeated offenses of missing receipts may result in your card privileges being revoked.
  • As part of the monthly reconciliation, any charges that are unable to be offset against OSC/SUNY allowable costs/expenses must be paid back to SUNY Cortland via check.