RF Credit Card FAQ's
RF Credit Card FAQ's
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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.
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.