FAQ's

State Procurement Card FAQ's

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Who can get a State P-Card?

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.

How do I apply for a State P-Card?

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

What do I do if there’s a charge I don’t recognize on my credit card statement?

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. 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

Should I certify fraudulent charges that appear on my credit card statement?

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.

How do I file a dispute?

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

Can I pay for travel-related items such as hotels, car rentals, meals, car service or plane tickets with the State P-Card?

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

I’m planning an event.  Can I use my State P-Card to pay for catering or for dining at a restaurant?

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

My course curriculum includes a trip to a museum.  Can I use my State P-Card to purchase tickets for my students?

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).

Can I purchase a gift card or a gift certificate using my State P-Card?

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

What do I do if I use my State P-Card in error for a personal charge?

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.

Can the State P-Card be used with Research (RF) funds?

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

What if my State P-Card is lost or stolen?

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

How do I update my profile if my last name changes?

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

I was charged sales tax and didn't realize it until it was too late - what should I do?

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

I’m going to be out of the office for an extended period of time.  Can I let my supervisor use the State P-Card in my absence?

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.

What if I misplace a receipt?

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.

What should I do if I’m not sure if a particular item or service is allowable to purchase using the P-Card?

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

What am I required to do at the end of the billing cycle?

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.

I'm going to be leaving my position - what should I do?

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

My card is expiring next month - is there anything I need to do in order to renew it?

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.