Frequently Asked Questions

FAQs

Welcome to our FAQ section! Here, you'll find answers to common questions about our Travel & Card Programs content. If you're looking for a specific answer, you can easily search for it using the Ctrl + F (or Command + F for Mac users) keyboard shortcut.

Travel

Concur Travel

Concur Registry Lane

State Procurement Card

Travel

If you're traveling on RF funds, please visit SUNY RF's website to learn about international travel benefits (available here). The RF pays the full cost of this coverage (Global Traveler & Global Expatriate plans). To enroll, please visit GeoBlue.

SUNY also provides international travel and health benefits for faculty, staff and students who are traveling on SUNY programs. To learn more about SUNY's coverage, please visit ASA's outbound insurance website (available here). Coverage is available at a very modest cost (less than $3 per day).
The rules of travel to Europe have changed. Starting in mid-2025, some 1.4 billion people from over 60 visa-exempt countries are required to have a travel authorization to enter most European countries. Click here for the most up-to-date information (including specifics on the exact launch date, accessing the online application, etc.) from the EU's official website.
Look at the upper right hand corner of your license. Does it contain a star inside a circle (or, for California residents, a star on a golden bear)? If it does, your license is certified as Real ID and no further action is required. If you are unsure if your license is Real ID-compliant, please consult the Department of Homeland Security website at www.dhs.gov/real-id
To obtain a Real ID, you will need to go to your DMV and present an appropriate form of identification as defined by your state. For state-specific details, visit www.dhs.gov/real-id and select your state. You will be redirected to your state's DMV website where you can find additional information.
Starting on February 1, 2026, travelers flying domestically without a Real ID or other form of acceptable ID (see link below) will face the new $45.00 fee for the TSA's ConfirmID system, which verifies identity through biometrics/biographics before allowing access to security checkpoints. This fee covers the cost of verifying insufficient IDs and can be paid online or at the airport, though paying in advance is recommended to avoid significant delays, as the process can take 10-30 minutes. This fee is not an allowable business expense and therefore should not be paid with a University-issued credit card and will not be reimbursable (Click here for information on acceptable IDs to avoid the fee).
An employee is in travel status when the employee is:
- Engaged in official State business
- At a distance of more than 35 miles from both their designated official station and their place of residence. Employees must obtain appropriate approvals prior to traveling.
Official Station is generally defined as the address of the office to which the employee is assigned. An employee can only have one official station. The designation of official station is determined by the University in the best interest of the State and not for the convenience of the employee. The purpose of the official station is to determine when the traveler is in travel status and eligible for reimbursement of travel expenses. *Travel between the employee's home and official station is considered commuting and is not reimbursable.*
The current mileage rate can now be found under the Travel Policies tab or by clicking on the link here.

Please scroll down to the search bar and type in "Mileage Rate" for the latest on the current mileage rate price.
Domestic Travel Restrictions:

The ban on travel to North Carolina and Indiana has been lifted. The ban on travel to Mississippi remains in effect. This travel ban applies to all travel funded by the State or certain Research Foundation sponsors.

Foreign Travel Restrictions:

As a first step in planning any trip abroad, please check the Travel Advisories for your intended destination:

U.S. Department of State Alerts and Warnings Travel Site

For information regarding Export Controls, please click HERE.
Day Trip Reimbursement: When an employee is in "travel status" for the day, the employee may be reimbursed for breakfast and/or dinner based on departure and return times. Travelers are entitled to reimbursement for breakfast if they leave before 7:00 AM and/or for dinner if they return after 7:00 PM. Travelers without meal receipts are reimbursed $5.00 for breakfast, and/or $12.00 for dinner. Travelers with meal receipts are reimbursed up to the maximum amount of the meal per diem allowance specified for the particular area related to the travel destination. The meal per diem allowance is apportioned for breakfast & dinner. Please click on the following link for current per diem meal allowance breakdown: https://www.osc.state.ny.us/agencies/guide/MyWebHelp/Content/XIII/4/D.htm

Day trip meal reimbursements are reportable as income to the IRS. Lunch is not reimbursable.
Non-Reimbursable Expenses include:

Personal, non-business related expenses such as speeding fines, parking tickets, laundry, entertainment (i.e. theater tickets, in-room movies, banquet tickets), early bird check-in charges, seat upgrades, or airline/trip insurance. Additionally, transportation to and from meals is not reimbursable. Trip insurance is allowed under RF and RF IDC Funded travel.

Concur

As of 5/9/2024:

1. Must have an Electronic Post Office (EPO) email address. This can be confirmed by
bringing up the person's record in the public people directory on Stony Brook's website.

2. STAFF STATUS: Person must be an active SBU employee designated with a blue-colored
SBID card or

a. Person is a Graduate Student actively employed with any of the following three titles:

1. Graduate Assistant (GA) or
2. Teaching Assistant (TA) or
3. Research (Project) Assistant (RA)

3. E-RAS: Person is designated as either an Account Director, Signatory Delegate or Traveler
in E-RAS. This gives the traveler the ability to select the associated account number when
creating a Concur REQ/EXP.

4. SUPERVISOR: Person must have a supervisor listed in Concur that is sourced from PS,
since this is a required workflow step.

a. Known Staff with No Supervisor Information

1. Emeriti
2. Fellows
3. ASA Employees
4. Graduate Student Employees not with the titles (GA/TA/RA)
5. NYS Attorney General's Office
6. PEO (Professional Employer Organization)/CPMP
7. Resident (Hospital)
8. Satellite Hospitals
9. SFE Employees
10. Temporary Employees
11. Undergraduate Student Employees
To use Concur you will need:
1. Your 9-digit SBU Employee ID No.
2. Your Net ID and Net ID password
3. To familiarize yourself with Travel Policies
4. To know the funding source (RF or State) and budget account number you will be traveling on
5. Access to the budget account through E-RAS
6. Your department’s approval requirements
Please check your profile to confirm that the supervisor listed is correct. Please also verify your email address. As long as everything is correct and you have everything you need to use Concur, you may begin to utilize the modules. Link
If your supervisor is incorrect, your correct supervisor should reach out to your VP Coordinator who will work with HR to correct the issue. You will see the corrected information in Concur within 2 days.
If you do not have a supervisor listed in Concur, your correct supervisor should reach out to your VP Coordinator who will work with HR to correct the issue. You will see the corrected information in Concur within 2 days.
Request: Travel Pre-Approval Travel: Contains your Trip Library Expense: Post Trip Report Approvals: Where you will find Requests or Expense Reports pending your approval Reporting: This tab is only visible to Department Supervisors. Supervisors can run spend analysis reports for their Subordinate’s travel. App Center: Listing of Concur’s Partner Apps that if you choose to install can help you manage your trip and expense report. App Center Help

	Sponsored		State & Non-sponsored
	Domestic Travel	International Travel	Domenstic & International Travel
Concur Request (Pre-approval)	❌	✔Required	✔Required
Supervior Approval	❌	❌	✔Required
OGM Request Approval	❌	✔Required	❌
OGM Expense Approval	✔Required	✔Required	❌

State & RF Non-Sponsor Awards International Travel Workflow:

RF Sponsor Awards International Travel Workflow:

State & RF Non-Sponsor Awards Domestic Travel Workflow:

RF Sponsored Awards Domestic Travel Workflow:

Not Required
State & RF Non-Sponsor Awards International Travel Workflow:

RF Sponsor Awards International Travel Workflow:

State & RF Non-Sponsor Awards Domestic Travel Workflow:

RF Sponsored Awards Domestic Travel Workflow:
The Funding Source will typically already include values to select from (in a dropdown field). Since it is blank for you, that indicates that you have not yet been designated as a TRAVELER for a funding account. The funding account's Account Director and/or Account Assistant will need to add you as a TRAVELER in the E-RAS system. Here's information about the E-RAS process: https://www.stonybrook.edu/commcms/travel-and-expense/September%208th%202021.pdf
The Account field will typically already include values to select from (in a dropdown field). Since the account you need is missing, that indicates that you have not yet been designated as a TRAVELER for that particular account. The account's Account Director and/or Account Assistant will need to add you as a TRAVELER in the E-RAS system. Here's information about the E-RAS process: https://www.stonybrook.edu/commcms/travel-and-expense/September%208th%202021.pdf
There are multiple ways to upload receipts in png, .jpg, .jpeg, .html, .pdf, .tif, .tiff format, please choose one of the following:

1. On Concur’s website, in the Manage Expenses tab, you can click Upload Receipt Image to the Available Receipts section and assign it to an expense at a later time.

2. On each expense click on Attach Receipt Image button.

3. On Concur’s mobile app, click on ExpenseIt and take a picture of your receipt.

4. Email your receipt to receipts@concur.com from your @stonybrook.edu (not personal email)If you are acting on behalf of another Traveler (as a Delegate) type the Traveler’s verified email address in the Subject Line of your email.

5. To automatically create an Expense Line Item from your receipt, email your receipt to receipts@expenseit.com. If you are acting on behalf of another Traveler (as a Delegate) type the Traveler’s verified email address in the Subject Line of your email.

6.Sign up to receive e-receipts from participating Concur Partners such as United Airlines, IHG, Hertz, and others through TripLink or the App Center.

Concur Registry Lane

Your registration will automatically be approved in Concur. However, your request will be reviewed by Enterprise Risk Management and/or the Office of the Vice President for Research. If plans include travel to a high-risk destination(s) or there are questions about your plans, you will be contacted.

State Procurement Card

Cardholders are strongly encouraged to monitor their transactions on the PaymentNet site, Concur or on the SUNY web certification system. If you don’t recognize a transaction:
1. 1. Contact the vendor using the phone number listed on your statement.
  2. If you cannot identify the transaction or reach the supplier, please file a dispute with JPM/Chase by calling 800-316-6056
Yes. All transactions must be reconciled/certified by the designated deadlines. Once the bank provider has reviewed your dispute and investigated the charge, a credit will be posted to your statement. Both credits and debits must be certified to the same budgetary account number.
1. To dispute a charge, contact the JP Morgan/Chase customer service number on the back of your P Card: 800-316-6056
2. After reporting to the bank, please contact the P Card Administrator directly at statep_cards@stonybrook.edu
Please notify the P-Card Administrator at statep_cards@stonybrook.edu. You will need to categorize the expense as Personal/Non-Reimbursable, in Concur. Additionally, you will need to send a check via interoffice mail to the P-Card Administrator (or drop off in person), in the Procurement Office, internal zip 6000. Please make the check out to Stony Brook University and include the specific purchase in the memo line of the check.
1. Immediately contact the JP Morgan/Chase customer service number on the back of your P Card: 800-316-6056
2. After reporting to the bank, please contact the P Card Administrator directly at statep_cards@stonybrook.edu
No. Only the individual named on the face of the card is authorized to use it. Sharing your P-Card and/or related passwords with anyone, regardless of their position, is strictly prohibited. If you will be out of the office for an extended period of time, please e-mail statep_cards@stonybrook.edu to request a temporary suspension.