New York State Citibank Visa Corporate Purchasing Card

New York State Citibank Visa Corporate Purchasing Card (P-Card) Binghamton University 1

OVERVIEW 2 State payment practices are costly Processing a traditional voucher costs at least 95.00 Processing a P-Card transaction costs 10.00

P-CARD RECOMMENDED USES 3 Maintenance/repairs of equipment Service Contracts for equipment Supplies and materials Equipment Printing Conferences/Seminars Furniture Computers Books Memberships (JUSTIFICATION REQUIRED!) Food (JUSTIFICATION REQUIRED!)

P-CARD PROHIBITED USES 4 Personal Expenses Travel Expenses (e.g. airfare, and lodging, gasoline) Entertainment Expenses (retirement parties / holiday parties) Consulting Services Leases or Rentals Temporary Employment Agency Services Gift Cards/Certificates or cash equivalent Alcohol Office Decorations

Benefits to Using the P-Card 5 No need to add vendor to Statewide Financial System Vendor receives immediate payment eliminating discrepancies with Accounts Payable Department Eliminates possible personal reimbursements Supervisor pre-approval not required

CERTIFICATION PROCESS MUST BE DONE IN 10 BUSINESS DAYS OR LESS! 6 Wait for email from Campus P-Card Administrator indicating your statement is available for certification Print screen your purchase log and attach: 1. Certification page with cardholder and supervisor signature 2. Supporting documentation for each transaction on the statement 3. Any justifications required for food, memberships, etc. Send original documentation to the Purchasing Department through intercampus mail. ALWAYS keep a copy for yourself. Note: Arrange documents in the order charges appear on your purchase log

APPROPRIATE DOCUMENTATION 7 The following as appropriate Receipt or card transaction slip from the merchant Order form for subscriptions, memberships, and conference registration fees Detailed order confirmation email for internet transactions Make sure documentation includes: -Description of Items -Dollar Amount -No Tax -Vendor Name

MISUSE OR ABUSE OF P-CARD 8 Using the card in a manner that violates New York State, SUNY, and University Guidelines Using the card for purchases in excess of the authorized dollar limit per transaction Using the card for prohibited purchases. (e.g. personal and travel expenses) Failing to properly reconcile and certify monthly billing statement in a timely manner Splitting up orders to remain within the dollar limit for transactions Allowing others to use the card (only the cardholder may use the card)

DISCIPLINARY ACTIONS FOR MISUSE OR FRAUD 9 Any action the University deems appropriate including: A written warning Suspending card privileges for 3 months Revoking card privileges permanently Termination of employment

P-Card Misconceptions 10 “Using the P-Card will effect my personal credit rating” “The monthly dollar limits are too low” “Controls on P-Card are insufficient” “I do not know who to call if there is a problem”

Important Items to Note 11 Amazon purchases must be made through your Amazon Business account Cardholder responsibility to resolve disputes and certify all billing statements. Ensure all purchases are valid If fraud occurs on card you must contact Citi Bank Two signatures needed on certification page Remember you are using STATE funds with your card, be cost effective and be sure that purchases are made for the benefit of the University

Additional Information 12 Contacts: John Gallent P-Card Administrator x7-2036 [email protected] Tricia Wooden P-Card Auditor x7-2184 [email protected] Brent Ochiai P-Card Auditor x7-2235 [email protected]