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Payment Cards:
Process Description / Outline
Process Description / Outline
P-cards are departmental cards for one-time, low $ amount purchases only. All other purchases should be processed via i-Buy NYU
All repeat vendors should be onboarded onto iBuy
CTA cards are departmental cards for University sponsored travel only
Travel & Expense (T&E) cards are for individual employees who are frequent travelers and can be used to book travel and pay for related expenses. Note that travel should only be purchased for the cardholder. To buy travel for others, such as students or collaborators, please use a CTA or student/guest reimbursement.
Prepaid cards or One Time Load cards are a supplement to the University’s Petty Cash program (see details).
Transactions must be reviewed/approved each month in Concur (iTravel)
The deadline is the 10th calendar day of following month (i.e. July 10th for June transactions)
Policy Guidelines
Policy Guidelines
Training Resources
Training Resources
Access and Exception Requests
Access and Exception Requests
To request a new card for a new user:
Complete iLearn training
FIN 212: Global Payment Cards
Review the NYU Global Payment Card Policy
Complete a request in Concur (iTravel)
Attach a copy of your completed FIN 212 certificate to the Concur request
FAQs
FAQs
How do I request an increase to my monthly limit or an increase to my single transaction limit?
Complete a request in Concur (iTravel)
What if I do not submit my receipts and approve by the monthly deadline?
Not submitting receipts by the deadline risks card cancellation
Expenses should still be reconciled monthly even if the purchase is for future travel
NYU Travel & Expense credit card (T&E card) may use the Concur mobile app to process their monthly card reconciliations. The Concur mobile app utilizes artificial intelligence to match the uploaded receipts with the actual transactions, minimizing the time required for reconciling the card expenses
Can I request a travel advance?
iTravel (Concur) does not issue general advances for travel, for example to reimburse for flights purchased. Instead, travelers may request a Travel & Expense (T&E) credit card (see details)
iTravel is able to issue special cash advances prior to travel if cash will be needed during the trip (see details)
If a personal credit card is used, please note that reimbursement cannot be processed until after the trip is complete.
As a CTA cardholder, how can I safely share my card number with prospective travelers ?
CTA cardholders have a 'Travel Arranger' role in Concur. The Travel Arranger can add or subtract a CTA card number to an employee or student's iTravel profile for purchasing travel
See the CTA Cardholder Responsibilities Google Doc for details
CTA cardholders should also share the other details in the tip sheet under Sharing Requirements for CTA Use to the Traveler
I accidently used the card for personal expenses. How do I refund NYU?
If there is a refund that is due to NYU -- such as a balance for a cash advance or a T&E was used in error -- Concur will populate an 'NYU Bursar transmittal form' that already has the appropriate chartfield that can then be taken to Office of the Bursar with a personal paper check for deposit and then that transmittal form must be uploaded as documentation
I am a faculty member and I need to pay for a student's flight and hotel, can I use my T&E card?
No. The T&E card is for the cardholder's travel only. To buy travel for others, such as students or collaborators, please use a CTA. Alternatively, the student may buy directly and be reimbursed via SIS Albert or the guest may be reimbursed via iBuy for guests.
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