FAQ's

State Travel Cards are issued to State employees traveling on official university business.

Applying for a State Travel 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 State Travel 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.

No. This card can only be used for the person named on the card.

Each State employee traveling for university business should have a card of their own.

Cardholders must be at least 35 miles from both their home and official station to use the travel card.

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 of your trips.

The most common allowable expenses are Airfare, Lodging, Conference Registration fees and Car Rentals.   

As best practice, you should only use your State Travel Card for business travel. 

Airfare: Use your personal card when business and personal days are combined. Submit a cost comparison showing what the trip would have cost if you only traveled for business, along with your actual itemized receipt that includes the personal dates.  You will be reimbursed for the cheaper fare.

Hotel: At in, please advise the hotel that you intend to split your bill between two payment methods. At check out, pay for the business dates of travel with your State Travel Card and use your personal card for your personal travel days.

Concur/Direct Travel is equipped with Stony Brook policy; 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 Travel Card increase to the T-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.

Yes, you can book your accommodation through the conference block instead of Concur/Direct Travel.

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

No, meals should not be charged to the Travel Card, you should be claiming meal per diem instead (please refer to our Concur training for details).

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

Each trip requires an approved Request. You should start your Expense report by clicking ‘Create Expense Report’ on the approved Request, as soon as your first transaction for the corresponding trip posts to the ‘Available Expenses’ section in Concur. Add each of your available expenses to your report, complete the fields and attach your itemized paid receipts as they post to Concur.  Once you have returned from your trip and all transactions are accounted for (refer to Concur training for all other report requirements) you will Submit the report.  It is best practice to submit your report within two weeks from the last date of travel.

Please contact the T-Card Administrator.

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.

Renewal cards are sent to the State T-Card Administrator, who will contact you upon receipt. 

All Travel 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 Travel 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 Travel Card Administrator at least two weeks prior to your departure.  Once the account is closed, you can shred your T-Card.