Business Affairs
Citibank VISA Procurement Card
- General Information
- Purchase Requests / Thresholds / Protests
- Citibank VISA Procurement Card
- Single and Sole Source Procurements
- Vendors
Procurement Card - Overview
The Citibank VISA Purchasing Card offers the State University of New
York
campuses an alternative procurement method when making small dollar
purchases.
The program as implemented at SUNY is known as the Procurement Card. The
program
is intended to afford SUNY campuses the opportunity to streamline their
local
procedures and controls for procuring goods and services. Proper use of
the
Procurement Card can reduce the time between requesting, ordering, and
actual
receipt of goods and services. Additionally, the Procurement Card
program
reduces the volume of accounts payable transactions and the associated
administrative costs by eliminating supplier invoices and consolidating
multiple
supplier payments into one monthly voucher payment to the Office of the
State
Comptroller.
Operation of the SUNY program follows the basic New York State Procurement card SUNY guidelines as established by the Office of General Services. New York State is liable for authorized charges made using the card. Procurement cards must be used for “official” SUNY purchases only. Use of the card for personal items, cash advances and business travel expenses are not permitted. Use of the Procurement Card is limited to items/transactions set by the director of business affairs, typically $2,500 or less (excluding freight). All shipments are to be delivered to central receiving and forwarded to the designated requestor. The designated cardholder will then reconcile the charges monthly on his/her procurement card in the SUNY Procurement Card System.
Application for Procurement Card
Procurement cards will be issued to individuals who are given the
appropriate purchasing authority. The cards are issued with the name of
the
cardholder and SUNYIT embossed on the card. Cardholders must sign an
employee
agreement form prior to obtaining the Procurement Card. Training will be
provided for all persons receiving a Procurement Card. This training
will cover
the use of the Procurement Card consistent with New York State policy,
as well
as SUNY campus purchasing practices. Training must be completed prior to
issuance of the card. The purchasing associate or the director of
business affairs can answer questions regarding the use of a procurement
card.
Transactions
A cardholder may use the Procurement Card for the purchase of
materials, supplies, or services directly with a vendor when the order
meets the
following criteria: The item is not on the restricted list. The total
amount of
the order does not exceed your transaction limit, typically $500.
Department
funds must be available for the orders to be called in, entered online
at secure
web sites, faxed, or mailed to vendors. Goods may be picked up or
delivered
direct to the requesting cardholder. All freight charges, if applicable,
must be
added by the vendor to the original invoice.
Restrictions
The Procurement Card may not be used for the following without prior
approval
from the purchasing associate: air conditioners, space heaters,
carpeting,
computer hardware, computer software, refreshments, most meals, alcohol,
flowers, hazardous chemicals, or to pay a State University of New York
employee.
Individual orders should not exceed the transaction limit of the card,
hence
items purchased separately that when purchased together would exceed
the transaction limit is called split ordering and is not permitted;
when a
written agreement (other than the Procurement Card charge form) needs to
be
signed by a representative of SUNYIT. Contracted services already under a
negotiated agreement (e.g. maintenance agreements, contracted services
from an
individual); rental of space; equipment leases, insurance, reimbursable
and
personal expenses including travel (airfare, gasoline, etc.), hotel
accommodations, entertainment, meals, and other out of pocket expenses;
items
stocked in Central Stores; or orders requiring advance payment are
prohibited. If in doubt,
contact the purchasing associate.
For more information about the Citibank VISA Procurement Card contact the Purchasing Associate, Mike Durr, Kunsela Hall, Room A237; (315) 792-7342.