Travel/NET Cards Training September 2015

1. Travel/NET Cards Training September 2015

2. What is a Travel Card? • Citibank Corporate Visa with $5,000 average monthly limit • Any New York State employee who travels more than 2 times per year is eligible to apply • Reduces the amount of out-of-pocket expenses • Employee name embossed on the card • Covers business related travel expenses for the cardholder ONLY • Cardholder must be in travel status

3. Do’s and Don’ts of the Travel Card Allowable Use of the Travel Card Unallowable Use of the Travel Card Fuel for personal vehicle Meals (MUST use travel voucher) Alcoholic beverages Personal use of any kind Incidentals on hotel bill (gym/spa/movie rentals) Cash advances • Common Carrier • Lodging within Buffalo State Policy (See Travel Website) • Registration/Conference Fees • Taxis/Parking/Subway • Rental vehicle (use our Enterprise-corporate ID #P81183 ) • Fuel (when not using personal vehicle)

4. Claiming Meal Per Diem on Travel Voucherfor Travel Card Meals may be reimbursed on the Travel Voucher Form on a Per Diem basis based on location of lodging. A copy of the hotel receipt is required in order to claim Method II meal rates even though reimbursement is not being requested for the hotel. If meals are provided or paid by another source related to the scheduled event, the traveler will not be reimbursed. As an option, in certain circumstances, meals allowances may also be advanced. Per Diem Rates Look-Up: http://www.gsa.gov/portal/category/100120

5. Travel Cash Advance To request a Travel Cash Advance: http://travelservices.buffalostate.edu/forms-approvals-and-responsibilities

6. What is a Non-Employee Travel (NET) Card? • Citibank Corporate Visa with $5,000 average monthly limit • Recommended for any New York State employee who administers travel expenses for non-employees ONLY (i.e. students, student athletes, visiting artists, guest speakers and candidates) • Reduces the amount of out-of-pocket expenses • Employee name embossed on the card • Non-Employee must be in travel status

7. Do’s and Don’ts of the NET Card Allowable Use of the NET Card Unallowable Use of the NET Card Fuel for personal vehicle Meals (MUST use standard voucher OR Athletics see exception) Alcoholic beverages Food expenses for staff meetings and retreats Personal use of any kind Incidentals on hotel bill (gym/spa charges, movie rentals) Cash advances • Common carrier • Rental vehicles (to be rented and driven by cardholder only) • Lodging (room charge only, PO is preferred for local lodging) • Registrations/Conference fees • Taxis/Parking/Subway • Fuel (when not using personal vehicle)

8. Claiming Meal Per Diem on Standard Voucherfor NET Card Claiming Meal Per Diem on Standard Voucher: A traveler’s meals may be reimbursed on the Standard Voucher Form on a Per Diem basis based on location of lodging. A copy of the hotel receipt is required in order to claim Method II meal rates even though reimbursement is not being requested for lodging. It is the policy of the Office of the State Comptroller that breakfast and dinner are the only allowable reimbursable meals. Lunch cannot be reimbursed. If meals are provided or paid by another source related to the scheduled event, the traveler will not be reimbursed. No alcoholic beverages.

9. Purchasing Meal with NET Card INTERCOLLEGIATE ATHLETICS ONLY If cardholder chooses to use the NET Card to pay for meals, the allowance for meals, including gratuities shall be limited to actual cost up to the maximum Per Diem meal allowance or the Per Diem meal allowance set forth by the GSA (athletic students may use such as NCAA per diem rates if affiliated). An itemized receipt for meal purchases is required. No alcoholic beverages.

10. Cardholders Responsibilities • Keep the card in a safe place. Do not share the card. • Establish secure Travel/NET Card files to track all purchases & credits. • Keep Travel/NET Card records in a secure location for 6 years plus the current year. • Make sure funds are available in the default state account before making purchases. • Inform vendors of our tax-exempt status; provide tax-exempt certificate if required. • Print and review your online Citibank monthly statements. • Reconcile your account promptly when notified.

11. Monthly Account Reconciliation(Page 1 of 2) • Read e-mails from Citibank and Corporate Card Administrator regarding your Travel/NET Card accounts. • Once notified on the 7thof each month (NET Card) or the 23rd of each month (Travel Card) go online to review and reconcile your bank statement. https://home.cards.citidirect.com/CommercialCard/Cards.html?classic=2 • Download the statement into excel • Type memo providing the business purpose, travel destination and date of all travel transactions

12. Monthly Account Reconciliation(Page 2 of 2) • Obtain supervisory review and approval signature on monthly statement. • Forward all original documents to Mary Taylor in Accounts Payable & Travel Services (CLEV HALL) 414 for review. • After internal audit approval - retain all originals in a secure place for 6years plus the current year in case of an external audit at any given time.

13. Notify Corporate Card Administrator If… • You feel your card has been compromised. • You leave your department or university. • Your card is lost or stolen. • Your contact information changes (name, address, phone, e-mail, etc). • You need to change the default account number. • You want to add an alternative account number.

14. How to Obtain a Travel and/or NET Card? Visit Accounts Payable – Citibank Corporate Cards to obtain an application http://accountspayable.buffalostate.edu/forms-and-links OR Contact Corporate Card Administrator – Bonnie McKay mckaybj@buffalostate.edu CLEV HALL 414 x4417