TRAVEL CARD
The State Corporate Travel card provides employees with a mechanism to pay for travel expenses. The travel card is generally available to employees who are expected to travel at least a few times a year as part of their job. With approval from the department head, applications can be requested by emailing the Travel Office at: travel@newpaltz.edu.
The travel card is a great convenience, helps save money with early bookings, and has added benefits of insurance coverage. It is exclusively for travel related expenses such as transportation, lodging, and registrations within the guidelines of the SUNY travel policy.
Only appropriate travel expenses may be charged to the travel card, with prior approval from the authorized account holder. Employees are not permitted to incur personal charges on the card. Improper or unauthorized charges will require mandated reimbursement to SUNY by the employee, and may result in suspension or loss of card privileges, and disciplinary action.
The Travel Card program is a privilege and will be monitored by the Travel Card Coordinator to ensure all purchases meet approved guidelines.
Expense reports must be submitted within 30 days of the end of the travel event in order to reimburse the traveler for out-of-pocket expenses, and in order to reconcile the associated agency travel card bill. This allows the agency time to prevent unnecessary interest charges to accrue and to reconcile unreported charges, or any unauthorized use that would need to be disputed. If there are no credit card charges in a month, no documentation is required.
Paid, itemized receipts are required for all travel card purchases and must be submitted with the Travel Expense Report.
Purchasing Meals with Travel Card:
If cardholders choose to use the Travel Card to pay for meals, the allowance for meals, including gratuities shall be limited to actual cost up to the maximum per diem daily rates. An itemized receipt for meal purchases is required. Alcoholic beverages cannot be paid with Travel Card.
Claiming Meal Per Diem on Expense Report:
Meals may be reimbursed on a expense report on a per diem basis. If meals are provided or paid by another source related to the scheduled event, the traveler will not be reimbursed. If the traveler is opting to claim reimbursement at the full meal per diem rate, any charges incurred on the travel card should be subtracted on the right hand side of the expense report.
The current NYS Authorized Travel Agency is Knight Holdings LLC, which can be used with an agency Travel/NET card.
**NOTE**
The NYS Travel and NET cards can only be used for State Accounts. Do not use these cards for expenses which occurred with College Foundation, Research Foundation, or Campus Auxiliary Funds.
NET CARD
The State Corporate NET card is used for Non-Employee Travel expenses within state travel guidelines. The card is held by an employee for use of travel expenses like hotels or registrations for groups of students or guests lodging. This card may not be used for car or bus rentals for a non-employee.
RECONCILING AN AGENCY CARD
Credit card reconciliation is the process of comparing the transactions on a statement with the travel documents. The purpose and goals are to reconcile and approve expenses, review for accuracy and/or fraud, and to match & verify every charge on the statement with the expenses listed on the expense report(s).
- Reconciliation must be done within 30 days of statement availability
- Make sure the total on the statement matches the total(s) listed on the Expense Report(s) as paid by agency credit card
- To avoid confusion when submitting several trips in one email, either:
- Save all documents in a single PDF file
- Notate the name of the trip or Requisition number on each receipt
