CUNY participates in the State of New York Travel Card Program which provides faculty and staff with a mechanism to pay directly for travel expenses without having to pay out-of-pocket expenses. Those who expect to travel on a regular basis (at least once a year) using tax-levy funds should request a New York State Travel Card (T-Card). Please contact the Business Office for assistance with obtaining a T-Card
- T-Cards may be used to charge local transportation, airfare and other transportation costs, conference fees and lodging.
- T-Cards cannot be used to charge meals. (Travelers may be reimbursed for breakfast and lunches at the GSA Per Diem Rates).
- T-Cards may not be used for non-tax levy expenses.
- T-Cards are not transferable and may only be used for travel-related expenses by the person whose name appears on the card. The card holder is not authorized to make travel arrangements for other travelers with his or her T-Card. If this does happen, the card holder will need to request that the vendor remove the charges, pay for them out-of-pocket and seek reimbursement.
- You, the traveler, are responsible for handling credit card disputes directly with the card issuer, Citibank. If you believe there is an erroneous charge, you must contact Citibank (800-248-4553), file a Citibank Dispute Form and follow-up with Citibank until the dispute is resolved. The dispute resolution process must be completed within 120 days of the initial charge.
- If you lose your card, please call the number above and report it stolen or missing and contact the CUNY SPH Business Office, which will turn the card off.
- If you plan to take annual or other leave directly before or following your business trip, you must document that the transportation costs you are charging on the T-Card are the same or less than the cost if you had traveled on the days of the business trip. Charge any additional hotel nights to your personal credit card and not the T-Card.
- Be mindful of fiscal year deadlines. The Business Office notify faculty and staff about the specific dates each year, well in advance of the deadlines. All required documents must be submitted correctly and on time. Documentation that is incomplete or submitted incorrectly may result in your trip expenses being charged to the subsequent fiscal year, thereby reducing the amount of funding that is available to you or your Department.
- Be mindful of blackout periods (generally, toward the end of one fiscal year and at the beginning of the next) when T-cards should not be used. Please contact the Business Office if you are planning business-related travel during late June – early July.
- Certain travel expenses (e.g. registration fees and transportation) can be pre-paid during one fiscal year, even if the travel will not occur until the subsequent fiscal year. (See further instructions under the Travel Authorization (TA) and Expense Report (ER) sections.)
Failure to follow these procedures, especially obtaining approved TAs in advance of travel and submitting complete ERs within five business days after returning from travel may jeopardize your reimbursement and your and your Department’s and the School’s T-Card and travel privileges.