Corporate Card Programs

Overview

RIT has partnered with PNC Bank to offer Corporate Travel Cards and Procurement Cards to employees. All regular RIT employees who expect to incur $500+ per year in RIT-approved business travel or hospitality expenses may apply for a corporate travel card to cover expenses such as automobile rentals, food services, fuel, and lodging.

Advantages of Using a Corporate Card

  • Credit Line: Keeps personal credit lines free from business expenses
  • Expense Tracking: Simplifies tracking, payment, and reimbursement of business expenses
  • Tax Exemption: Cards are embossed with RIT's tax-exempt number for easier acceptance of tax-exempt forms

Types of PNC Corporate Cards

Card Type

Who Pays the Bill

Card Purpose

Responsibilities
Corporate-paid Group Travel Card (CPGT) RIT Student groups (e.g., athletics, faculty-led trips)
  • Cardholder submits expense report to account for RIT-paid costs within 2 weeks of completing trip
Individual-paid Travel & Expense Card (T&E)   Cardholder Individual travel
  • Cardholder pays bill by due date
  • Cardholder is reimbursed for out-of-pocket costs by completing expense report within 2 weeks of completing trip

How to Pay PNC Travel Card Bill
Corporate-paid Travel Agency Card (CTA) RIT Airfare booked through a designated travel agency
  • Cardholder submits expense report to account for RIT-paid costs within 2 weeks of completing trip
Corporate-paid Procurement Card (P-Card) RIT Departmental business expenses

Note: Consider having a non-PNC credit card on hand for emergencies in case your card is compromised, lost or stolen.

ActivePay Customer Portal

PNC ActivePay offers RIT cardholders a convenient way to manage their card account online. Cardholders are prompted to register their account on the ActivePay site, which can be used to pay individual bills, access statements, verify transactions, etc. Billing statements are generated the first of each month and sent to your RIT email address. For more information, refer to the ActivePay Cardholder Guide.

Card Guidelines & FAQs

It is the cardholder's responsibility for paying all charges incurred on their Individual Travel & Expense card.

Delinquency Procedures
  • 30 Days: Account becomes delinquent if payment is not received within 30 days. The bank will notify both the cardholder and RIT.
  • 61 Days: Card will be suspended if payment is not made within 61 days. The cardholder and supervisor will receive an email notification.
  • 91 Days: Card will be cancelled if payment is not made within 91 days. The cardholder and supervisor will receive an email notification. The cardholder will not be reissued another card in the future.
  • Impact: Delinquent balances affect personal credit and jeopardize the travel card program's viability. For assistance or guidance resolving delinquent debt on your individual travel card, contact your HR Business Partner or the RIT Employee Assistance Program.

Call 800-VISA-911 (800-847-2911) to:

  • Report lost or stolen cards, or fraudulent activity while traveling
  • Access 24/7 Travel and Emergency Assistance services and referrals

  • Without Benefits: Surrender your card before beginning the leave.
  • With Pay: Your card may be retained for future business use.

Contact PNC at 1-800-685-4039. (Note that your Activation Code is the last 4 digits of your University ID).

Complete an expense report for reimbursement of out-of-pocket business expenses within 2 weeks of returning from a trip. Be sure to account for any RIT-paid expenses relevant to the trip.

Cardholders must pay all Individual travel card charges by the monthly due date. Statements are mailed directly to the cardholder and available online. Late fees and finance charges are the cardholder's responsibility and will not be reimbursed by RIT.

Individual travel cards will be terminated under the following conditions:

  • Cardholder is no longer employed by RIT
  • Account is 91 or more days past due
  • Account is delinquent more than six times in a 12-month period

  • Cards may not be used for personal expenses or delegated to another individual.
  • Misuse may result in disciplinary action.
  • Travel cards should not be used to purchase supplies or equipment. Follow RIT Purchasing or Procurement Card policies.
  • If you cancel your card for any reason, notify travel@rit.edu immediately and shred the card.
  • Inform vendors of RIT's tax-exempt status before completing a transaction. Obtain forms from the Sales Tax Exemption web page.