Travel & Card Programs

FAQ's

Frequently Asked Questions

If you're traveling on RF funds, please visit SUNY RF's website to learn about international travel benefits. The RF pays the full cost of this coverage (Global Traveler & Global Expatriate plans). To enroll, please visit GeoBlue.

SUNY also provides international travel and health benefits for faculty, staff and students who are traveling on SUNY programs. To learn more about SUNY's coverage, please visit ASA's outbound insurance website. Coverage is available at a very modest cost (less than $3 per day).

The rules of travel to Europe have changed. Starting in mid-2025, some 1.4 billion people from over 60 visa-exempt countries are required to have a travel authorization to enter most European countries. Visit EU's Official website for the most up-to-date information (including specifics on the exact launch date, accessing the online application, etc.) from the EU's official website.

Look at the upper right-hand corner of your license. Does it contain a star inside a circle (or, for California residents, a star on a golden bear)? If it does, your license is certified as Real ID and no further action is required. If you are unsure if your license is Real ID-compliant, please consult the Department of Homeland Security website.

To obtain a Real ID, you will need to go to your DMV and present an appropriate form of identification as defined by your state. For state-specific details, visit www.dhs.gov/real-id and select your state. You will be redirected to your state's DMV website where you can find additional information. 

Starting on February 1, 2026, travelers flying domestically without a Real ID or other form of acceptable ID (see link below) will face the new $45.00 fee for the TSA's ConfirmID system, which verifies identity through biometrics/biographics before allowing access to security checkpoints. This fee covers the cost of verifying insufficient IDs and can be paid for online or at the airport, though paying in advance is recommended to avoid significant delays, as the process can take 10-30 minutes. This fee is not an allowable business expense and therefore should not be paid with a University issued credit card and will not be reimbursable. Visit the TSA website  for information on acceptable IDs to avoid the fee). 

An employee is in travel status when the employee is:

  • Engaged in official State business
  • At more than 35 miles from both their designated official station and their place of residence. Employees must obtain appropriate approvals prior to traveling. 

Official Station is generally defined as the address of the office to which the employee is assigned. An employee can only have one official station. The designation of official station is determined by the University in the best interest of the State and not for the convenience of the employee. The purpose of the official station is to determine when the traveler is in travel status and eligible for reimbursement of travel expenses. *Travel between the employee's home and official station is considered commuting and is not reimbursable. *

The current mileage rate can now be found under Travel Policies

Please scroll down to the search bar and type in "Mileage Rate" for the latest on the current mileage rate price.

Domestic Travel Restrictions:

The ban on travel to North Carolina and Indiana has been lifted. The ban on travel to Mississippi remains in effect. This travel ban applies to all travel funded by the State or certain Research Foundation sponsors.

Foreign Travel Restrictions:

As a first step in planning any trip abroad, please check the Travel Advisories for your intended destination at the U.S. Department of State Alerts and Warnings Travel Site

Visit Guidance and Procedures for information regarding export controls.

Day Trip Reimbursement: When an employee is in "travel status" for the day, the employee may be reimbursed for breakfast and/or dinner based on departure and return times. Travelers are entitled to reimbursement for breakfast if they leave before 7:00 AM and/or for dinner if they return after 7:00 PM. Travelers without meal receipts are reimbursed $5.00 for breakfast, and/or $12.00 for dinner. Travelers with meal receipts are reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area related to the travel destination. The meal per diem allowance is apportioned for breakfast & dinner. Please visit the OSC website for current per diem meal allowance breakdown: 

Day trip meal reimbursements are reportable as income to the IRS. Lunch is not reimbursable.

Non-Reimbursable Expenses include:

Personal, non-business-related expenses such as speeding fines, parking tickets, laundry, entertainment (i.e. theater tickets, in-room movies, banquet tickets), early bird check-in charges, seat upgrades, or airline/trip insurance. Additionally, transportation to and from meals is not reimbursable. Trip insurance is allowed under RF and RF IDC Funded travel.

As of 5/9/2024:

Must have an Electronic Post Office (EPO) email address. This can be confirmed by
bringing up the person's record in the public people directory on Stony Brook's website.

STAFF STATUS: Person must be an active SBU employee designated with a blue-colored
SBID card or

Person is a Graduate Student actively employed with any of the following three titles:

  1. Graduate Assistant (GA) or
  2. Teaching Assistant (TA) or
  3. Research (Project) Assistant (RA)
E-RAS: Person is designated as either an Account Director, Signatory Delegate or Traveler
in E-RAS. This gives the traveler the ability to select the associated account number when
creating a Concur REQ/EXP.

SUPERVISOR: Person must have a supervisor listed in Concur that is sourced from PS,
since this is a required workflow step.

Known Staff with No Supervisor Information
  1. Emeriti
  2. Fellows
  3. ASA Employees
  4. Graduate Student Employees not with the titles (GA/TA/RA)
  5. NYS Attorney General's Office
  6. PEO (Professional Employer Organization)/CPMP
  7. Resident (Hospital)
  8. Satellite Hospitals
  9. SFE Employees
  10. Temporary Employee
  11. Undergraduate Student Employees

 All State and RF Employees should use Concur at this time.

To use Concur you will need:

  1. Your 9-digit SBU Employee ID No.

  2. Your Net ID and Net ID password

  3. To familiarize yourself with Travel Policies

  4. To know the funding source (RF or State) and budget account number you will be traveling on

  5. Access to the budget account through E-RAS 

  6. Your department’s approval requirements

Sign onto www.concursolutions.com using your 9-digit SBU ID No. followed by “@stonybrook.edu”. See Concur Login Directions.

 All Stony Brook Employees should use their 9-digit SBU ID No. followed by “@stonybrook.edu”regardless of their actual email address.  Concur Sign On Steps 

Please check your profile to confirm that the supervisor listed is correct. Please also verify your email address. As long as everything is correct and you have everything you need to use Concur, you may begin to utilize the modules. Concur Profile Settings.

If your supervisor is incorrect, your correct supervisor should reach out to your VP Coordinator who will work with HR to correct the issue.  You will see the corrected information in Concur within 2 days.

If you do not have a supervisor listed in Concur, your correct supervisor should reach out to your VP Coordinator who will work with HR to correct the issue.  You will see the corrected information in Concur within 2 days. 

Yes, you can assign a Delegate to create and maintain your Travel Pre-approval Request and Expense Report; however only the Traveler can Submit the Request or Expense Report.

Request:  Travel Pre-Approval     Travel:  Contains your Trip Library     Expense:  Post Trip Report     Approvals:  Where you will find Requests or Expense Reports pending your approval     Reporting:  This tab is only visible to Department Supervisors. Supervisors can run spend analysis reports for their Subordinate’s travel.     App Center:  Listing of Concur’s Partner Apps that if you choose to install can help you manage your trip and expense report.  App Center Help

 

Sponsored

State & Non-sponsored

 

Domestic Travel

International Travel

Domestic & International Travel

Concur Request (Pre-approval)

❌

✔Required

✔Required

Supervisor Approval

❌

❌

✔Required

OGM Request Approval

❌

✔Required

❌

OGM Expense Approval

✔Required

✔Required

❌

Trip Library is a catalog of trips that you have planned. These trips can be entered manually or automatically imported with the use of TripIt Pro or TripLink.  

Concur Request has replaced eFTR. 

State & RF Non-Sponsor Awards International Travel Workflow:

Traveler Submits > Enterprise Risk Management > Supervisor > Account Approver

RF Sponsor Awards International Travel Workflow:

Traveler Submits > Enterprise Risk Management > Account Approver > Grants Management

State & RF Non-Sponsor Awards Dometstic Travel Workflow:

Traveler Submits  > Supervisor > Account Approver

RF Sponosred Awards Domestic Travel Workflow:

Not Required

State & RF Non-Sponsor Awards International Travel Workflow:

Traveler Submits > Supervisor > Account Approver > Procurement Travel Office

RF Sponsor Awards International Travel Workflow:

Traveler Submits > Account Approver > Grants Management > Procurement Travel Office

State & RF Non-Sponsor Awards Dometstic Travel Workflow:

Traveler Submits  > Supervisor > Account Approver > Procurement Travel Office

RF Sponsored Awards Domestic Travel Workflow:

Traveler Submits  > Account Approver > Grants Management > Procurement Travel Office

This information is sourced from E-RAS (Electronic Record of Authorized Signatures).

The Funding Source will typically already include values to select from (in a dropdown field). Since it is blank for you, that indicates that you have not yet been designated as a TRAVELER for a funding account. The funding account's Account Director and/or Account Assistant will need to add you as a TRAVELER in the E-RAS system.

The Account field will typically already include values to select from (in a dropdown field). Since the account you need is missing, that indicates that you have not yet been designated as a TRAVELER for that particular account. The account's Account Director and/or Account Assistant will need to add you as a TRAVELER in the E-RAS system. 

There are multiple ways to upload receipts in png, .jpg, .jpeg, .html, .pdf, .tif, .tiff format, please choose one of the following:

  1. On Concur’s website, in the Manage Expenses tab, you can click Upload Receipt Image to the Available Receipts section and assign it to an expense at a later time.  


step1

 2. On each expense click on Attach Receipt Image button.

step-2
  1. On Concur’s mobile app, click on ExpenseIt and take a picture of your receipt.
  2. Email your receipt to receipts@concur.com from your @stonybrook.edu (not personal email) If you are acting on behalf of another Traveler (as a Delegate) type the Traveler’s verified email address in the Subject Line of your email. 
  3. To automatically create an Expense Line Item from your receipt, email your receipt to receipts@expenseit.com. If you are acting on behalf of another Traveler (as a Delegate) type the Traveler’s verified email address in the Subject Line of your email. 
  4. Sign up to receive e-receipts from participating Concur Partners such as United Airlines, IHG, Hertz, and others through TripLink or the App Center.  

For Company paid expenses, you will select the transaction from the Available Expenses tab.

reconcile

The NET Account holder is responsible for reconciling the transaction in Concur under their own profile. Note that a Pre-approval through Concur Request is required. The Guest will request any reimbursable expenses via paper Travel Voucher.

For assistance please contact the Travel & Expense Team:  sbu_travel_expense@stonybrook.edu

 

The purpose of the travel registry is to capture all international travel that is not funded by RF or State funds. Enterprise Risk Management and/or OVPR will review these requests.

If a trip is being paid for with any State funds (even as little as a penny), the funding source selected must be State. Do not enter this travel request in any other lane.

If a trip is being paid for with any RF funds (even as little as a penny), the funding source selected must be RF. Do not enter this travel request in any other lane.

No. After you’ve entered the initial travel information, including any additional locations and details, all that’s left to do is hit submit request.

If there are multiple traveler types (e.g. faculty and undergraduates), always select the student type. If undergraduates and graduates are traveling, choose undergraduates.

You can, but you don’t have to. You may each register your travel separately or one of you can enter the travel for both travelers using the roster feature.

No, the faculty/staff member must enter the travel for the student by using the roster feature. This travel request must also be approved by the Provost’s Office.

No. You won’t be able to access the system. Please speak to your advisor or administrator to make sure they enter travel plans on your behalf.

Your registration will automatically be approved in Concur. However, your request will be reviewed by Enterprise Risk Management and/or the Office of the Vice President for Research. If plans include travel to a high-risk destination(s) or there are questions about your plans, you will be contacted.

Please contact Enterprise Risk Management for support.

Ideally, P-Cards are issued to individuals that are responsible for making routine purchases for their department. Department supervisors will identify employees who are to apply for a P-Card.

Please complete a VISA Procurement Card Application and email to the State P-Card Administrator at statep_cards@stonybrook.edu.

Cardholders are strongly encouraged to monitor their transactions on the PaymentNet site, Concur or on the SUNY web certification system.  If you don’t recognize a transaction:

    1. Contact the vendor using the phone number listed on your statement.  
    2. If you cannot identify the transaction or reach the supplier, please file a dispute with JPM/Chase by calling 800-316-6056

Yes. All transactions must be reconciled/certified by the designated deadlines. Once the bank provider has reviewed your dispute and investigated the charge, a credit will be posted to your statement. Both credits and debits must be certified to the same budgetary account number.

  1. To dispute a charge, contact the JP Morgan/Chase customer service number on the back of your P Card: 800-316-6056.
  2. After reporting to the bank, please contact the P Card Administrator directly at statep_cards@stonybrook.edu

No. State Procurement Cards may NOT be used for any travel-related expenses or to place holds for travel-related reservations. 

No. Cardholders cannot use their P-Cards for restaurant dining or catering. Please visit the Procurement website for the Catering and Food policy.

No. The P-Card cannot be used. When making purchases related to academic programs please requisition your order through your e-procurement system (WolfMart or Lawson).

State P-Cards may NOT be used to purchase gift cards, gift certificates or any "gift" of any nature.

Please notify the P-Card Administrator at statep_cards@stonybrook.edu. You will need to categorize the expense as Personal/Non-Reimbursable, in Concur. Additionally, you will need to send a check via interoffice mail to the P-Card Administrator (or drop off in person), in the Procurement Office, internal zip 6000. Please make the check out to Stony Brook University and include the specific purchase in the memo line of the check.

No, State P-Cards are funded by State accounts only. Please apply for an RF Credit Card to make purchases using Research funds.

  1. Immediately contact the JP Morgan/Chase customer service number on the back of your P Card: 800-316-6056
  2. After reporting to the bank, please contact the P Card Administrator directly at statep_cards@stonybrook.edu

You can request changes to your State P-Card profile by emailing the State P-Card Administrator at statep_cards@stonybrook.edu

Furnish a Tax Exemption form to the vendor.  Ask the vendor to refund the amount of the tax to your P-card.

No. Only the individual named on the face of the card is authorized to use it.  Sharing your P-Card and/or related passwords with anyone, regardless of their position, is strictly prohibited.  If you will be out of the office for an extended period of time, please e-mail statep_cards@stonybrook.edu to request a temporary suspension.

Contact the vendor to try to get a copy of the receipt.  If you aren't able to obtain a copy of the receipt, contact the P-Card Administrator for next steps.

When in doubt, please contact the State P-Card Administrator via email at statep_cards@stonybrook.edu

The State P-Card Administrator will send an email to cardholders after the end of the billing cycle with links to SUNY and Concur.  You will need to complete your certifications by the deadlines listed in the email.

Please inform the State P-Card Administrator at statep_cards@stonybrook.edu at least two weeks in advance to ensure a smooth transition.

Renewal cards are automatically sent to the State P-Card Administrator by the bank.  You will be notified and arrangements will be made for you to get the new card.

RR Credit Card

RF Credit Cards can be issued to Principal/Co-Principal Investigators (PI) as well as project or administrative staff who have signature and purchasing authorization on Sponsored and/or Non-Sponsored RF accounts. Department supervisors will identify employees who are to apply for an RF Credit Card. 

Travel related purchases such as Airfare/Train, Car Rentals, Fuel for Rental Car, Lodging, Registration/Conference Fees, Taxis, Subway/Parking Tolls. As well as Non-Travel related purchases such as meeting expenses, membership fees, Books/periodicals, and Supplies. If you have questions about specific purchases please contact your RF Credit Card Administrator. 

Expense Reports must be created in Concur to reconcile all the transactions.

You would have to reimburse the Research Foundation with a personal check.

  • If you have questions about purchase eligibility against a specific sponsored award please contact OGM at ogm_ovpr@stonybrook.edu

The approval is generally processed the same day. The RF Credit Card can also be used the same day an increase is granted.

You would be asked to contact the hotel and request a tax refund, If they do not honor it then you would have to write a justification in your Expense Report.

The RF Credit Card is personal and should not be shared with anyone.

Contact the RF Credit Card Administrator and Bank of America

No, food should not be purchased on this Card. Meals are not an allowable Transaction(s) on the RF Credit Card, per diem reimbursements should be used instead.

Reconciliation is due 2 weeks after the monthly cycle ends.

Yes, there is a foreign transaction fee.

Note that foreign transaction bank fees do not have their own dedicated receipts. When it comes time to reconcile them please use the receipt from the original purchase.

Your Verification ID is your 9 digit SBU ID number.

You would need to be added as a Traveler, PI, or Signatory Delegate in E-RAS.

Yes, Car Service would be an allowable charge in the RF Credit Card and the RF Credit Card can be used for non-employees.

If Refundable tickets are not purchased, it is suggested you purchase Flight Insurance.

Please contact the RF Credit Card Administrator with the purchase details.

Flight reservation for a State employee can be done as long as they are traveling on RF funds. (State and RF funds can not be combined).

Please make sure you check with OGM and provide the Project/Task-Award to clarify that is an allowable purchase on the account 

Yes,  It could be an allowable purchase. Please ensure it is within the terms of your Project-Task Award and make sure you save your receipts.

Not all purchases can be made through WolfMart, however, they should be attempted where possible.

No, Transactions made with the RF Card can be transferred to the traveler, The cardholder is the one responsible for reconciling the transaction.

Requests should be made before related purchases are made. If a purchase is made beforehand a request should still be created and submitted as it will be required for the expense report reconciliation.

Yes, If you do not use Direct Travel. Please be sure to save your receipts.

The student (Or other non-employee) would need to fill out a non-employee reimbursement form which can be found on our website.

You would not be allowed to use the RF CC, Make sure that you get a PO for this type of transaction, or reference SBU food and catering.

Please make sure that your Project-Task Award would allow this type of transaction.

You can use this RF Credit Card for Employee and Non-Employee Travel related Expenses.

No, Expense Reports are created for reconciliation purposes and should only be submitted if there are transactions posted to your Concur.

They would create an Expense Report and just add their Out-of-pocket expenses excluding those made on your RF Credit Card.

No, only Concur would be used to Reconcile your transactions.

Please make sure you write a comment in the Expense Report detailing this.

Online registrations for conferences that do not require travel do not need a request and can be reconciled as Non-Travel expenses.

Pre approval requests are needed for all international travel, however, for domestic travel a request is only required when charging against a Non-Sponsored (IDC) account. Non-Travel related expenses do not need a request.

Yes, the RF card can be used for international purchases and travel, fees may apply.

While it is strongly recommended to go through Direct Travel, no it is not mandatory, unless you are employed in Finance and Administration

Yes, the RF Credit Card is not designed to replace current purchasing methods, Purchases made on the RF card through Amazon should go through your Stony Brook account which should be linked to your business account only.

Please immediately notify Bank of America and the RF Credit Card Administrator so that we can have your account closed and a new card issued as quickly as possible.

Yes, Concur expense reports can include Out of Pocket expenses, RF Credit Card charges or a combination of both.

Yes, by using the Allocate feature in Concur you can select more than one award to reconcile or be reimbursed from.