FAQ's

State NET Cards are issued to State employees and can only to be used for business travel expenses of a non-employee. 

Visitors, Guest speakers, Candidates, Students and University employees that are not on State payroll are considered non-employees.

Applying for a State NET Card does not affect an employee’s credit score or personal information at all, Social Security numbers are not shared with the credit card company.

Please complete the NET Card application and email to sbu_travel_enxpense@stonybrook.edu.

Yes, once the application is fully approved.  You will be notified of the next steps which include a training session.

While you do not need approval to use the card for each transaction, prior to making any travel arrangements you are required to create a travel pre-approval Request in Concur for each trip.

The State NET Card holder can charge Airfare, Rail, Ground Transportation, Lodging, and Conference Registration fees to their card for a non-employee’s business trip.

No, meals should not be charged to the State NET Card. Traveler’s should pay out of pocket and submit for reimbursement. 

When making reservations for someone else, you will need to call the hotel (instead of making online reservations) and let them know that the traveler will not have the card in hand.  Please ask them for a Hotel Authorization Form and let the hotel know that your card will not cover incidentals.

Yes, when lodging in New York, New Jersey, Maine, Missouri, and Rhode Island hotel accommodations are tax exempt. Please submit the appropriate form when contacting the hotel. 

Concur/Direct Travel is equipped with Stony Brook policy and keeps track of unused tickets; therefore, it is strongly suggested to book airfare through Concur/Direct Travel to ensure compliance. Stony Brook University Finance & Administration employees, including DoIT, are mandated to book with Concur/Direct Travel.

Email your request for a temporary NET Card increase to the NET Card Administrator (and copy your supervisor).  Please include your approved Concur Request ID Number, a justification for the increase, the date you plan to make the purchase and your travel dates. Your request will be processed once your supervisor confirms that they approve of the increase.  You will be notified of when to proceed with your transaction.

No, the NET Card should not be used for personal travel. The non-employee should pay out of pocket for their airfare and hotel and then submit for reimbursement.  

Cardholders are strongly encouraged to monitor their transactions on the PaymentNet site and in Concur.  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, please file a dispute with JPM/Chase by calling 800-316-6056
3. Contact your Card Administrator to let them know about the fraud and that a new card is expected
4. A credit will be issued to your account, all card transactions (credits and debits) will need to be reconciled in an Expense report in Concur.

Yes, you are required to provide itemized receipts for all transactions.

Please contact the NET Card Administrator.

All NET Card transactions are reconciled in Concur but don’t worry, we have a solution!  Each situation is unique so please contact our Concur Help Desk at sbu_travel_expense@stonybrook.edu to find out what you should do to resolve the error.

Congratulations on your move!  Please notify the NET Card Administrator at least two weeks prior to leaving your current department to ensure a smooth transition to the next. There will be a form to complete with your new supervisor, but you will want to make sure that all expenses have been reconciled in Concur before HR updates your employee file. 

You will need to reconcile all outstanding expenses in Concur and make sure that your reports are all fully approved.  Please notify the NET Card Administrator at least two weeks prior to your departure.  Once the account is closed, you can shred your NET Card.