Travel Card Program Changes And New Non-Employee Travel Card

Travel Card Program ChangesAnd New Non-Employee Travel Card

Travel Card Program ChangesWhy the Change Implementation of the new State-wide Financial System (SFS) required all agencies to implement changes to the Travel Card Program. OGS is requiring SUNY to transition to this model by July 31, 2013. Existing Citibank contract expires in August 2013. The New Request for Proposal (RFP) will not contain provisions for the centralized travel card currently used with travel agents for airfare and train fare.

Travel Card Program ChangesResult of the Change Central Travel Account (CTA) Cards Eliminated. OGS is requiring that all University Central Travel Accounts (CTA) be cancelled on or before July 31, 2013. Employees Issued State Employee Travel Cards. Use of the state employee travel card is intended for the individual employee embossed on the travel card, when they are in travel status.

Travel Card Program ChangesWhat it Means to the Employee Travel Cards will be issued to employees willing to assume the responsibility of possessing a State Travel Card. Employees will request a Travel Card through their Supervisor. Employee and Supervisor will complete and sign Application Form. The Travel Card Program is a privilege and will be monitored by the Travel Card Coordinator to ensure all purchases meet approved guidelines. Travel Card will be revoked for cardholders who utilize the card for unapproved expenditures. Continued misuse of the Travel Card will jeopardize the future of the Travel Card Program for the entire campus.

Travel Card Program ChangesWhat it Means to the Employee Meals Purchasing 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 Cards. Claiming Meal Per Diem If the cardholders choose to claim reimbursement at the full meal per diem rate , the Travel Card should not be used to purchase food and beverages. Reimbursement should be on a Travel Voucher on a per diem basis. If meals are provided or paid by another source related to the scheduled event (Example: dinner provided as part of the registration fee), the traveler will not be reimbursed.

New Non-Employee Travel Card Why and Result of the Change Existing Citibank contract expires in August 2013. The New Request for Proposal (RFP) will contain provisions for Non-State employee travel costs (e.g., Research Foundation, students, coaching staff traveling the team, instructors traveling with a group, candidates for employment, and etc.) to be covered with a new Non-Employee Travel (NET) Card. Non-Employee Travel (NET) Cards Issued. New program which authorizes a designated state employee to charge travel expenses for non-state employees – the card is embossed with the name of the state employee.

New Non-Employee Travel Card What it Means to the Employee Non-Employee Travel (NET) Cards will be issued to employees who regularly handle travel expenditures for non-employees and are willing to assume the responsibility of possessing a State Travel Card. Employees will request a NET Card through their Supervisor. Employee and Supervisor will complete and sign Application Form. The NET Card Program is a privilege and will be monitored by the Travel Card Coordinator to ensure all purchases meet approved guidelines. NET Card will be revoked for cardholders who utilize the card for unapproved expenditures. Continued misuse of the NET Card will jeopardize the future of the NET Card Program for the entire campus.

Travel and NET CardsBriefOverview of New Process Travel and NET Cardholders will: Attend a mandatory training at the time a new or renewed (3 year cycle) card is issued. Submit Travel Authorization(s) for each trip. On or around the 23rd of every month, go online to Citibank and download their statement.

Travel and NET CardsBriefOverview of New Process Travel and NET Cardholders will (cont’d): Submit on or before the next billing cycle all original itemized receipts for all items charged on their State Travel and NET Cards, along with corresponding Travel Voucher/Reconciliation Forms for each trip. Timely submission of all documentation will make this reconciliation process successful and helps to ensure there is no duplicate payment of expenses and that all expenses related to one trip are accounted for. As part of the monthly reconciliation and submissions, any charges that are unable to be offset against allowable costs/expenses per travel guidelines must be paid back to Fredonia via check. The check will be made payable to “Citibank” and sent to the Travel Card Administrator together with the Statement and Travel Voucher reconciliations.

Travel and NET CardsRollout to Campus Present new program to Cabinet. Ask for time at each divisional meeting. Meet with the departments that currently utilize Travel Cards. Present new program at Finance & Administration’s Fall Workshop on August 13, 2013. Email new program to Faculty/Staff ListServe. Offering a meeting to any interested department. Redesign Accounting’s Travel web page.

Travel Card Program ChangesandNew Non-Employee Travel Card Any questions

Travel Card Program Changes And New Non-Employee Travel Card