NEW YORK STATE University at Albany STATE UNIVERSITY

NEW YORK STATE University at Albany STATE UNIVERSITY OF NEW YORK 1

CITIBANK PROCUREMENT CARD OVERVIEW n n n Streamlined way of purchasing supplies and equipment using State, IFR, or Dorm funds. No RF or UA Foundation Funds Items are purchased without n Purchase Requisitions n Purchase Orders n n $4, 999 per transaction maximum New York State and University Purchasing Guidelines must be followed when selecting a vendor. 2

VISA CARDHOLDER RESPONSIBILITIES n n n n Follow visa program guidelines. Download monthly statement off Citibank website. Reconcile and certify billing statement in a timely manner. Timely certifications facilitate timely bill payment and fraud detection. Use your “out of office” assistant so we can certify for you if you are out of the office during certification week. Retain accurate and complete billing statements and supporting documentation. Current year + 6 prior. Report lost or stolen cards to Accounting + Citibank ASAP. Turn your card in to Accounting when it’s no longer needed or you are leaving the University. 3

PROCUREMENT CARD AUDITS n n n Monthly, the Accounting Office will conduct internal audits of cardholder activity. Audits will be announced or unannounced. Purchases selected for audit must be justified (explained) and documented via a vendor invoice. External Audits are performed by the Office of the State Controller (OSC). OSC does not provide advance notice of audits to the campus. It is VERY important that cardholder documentation is complete and readily available. Documentation for the current fiscal year must be centrally located in your department. The prior six years must be stored. OSC has the ability to revoke our participation in this program if cardholders are mismanaging their cards. 4

Fraudulent Card Transactions n Your card does not have to be stolen for fraud to occur. n We only have 60 days from the statement date in which the charge appears, to dispute a transaction with Citibank n Timely certifications ensure timely fraud detection. n Citibank has a fraud detection department that monitors our activity daily. If questionable activity occurs on your card, Citibank will contact you to verify it. n If they fail to reach you, Citibank will suspend your card until you contact them to verify the transactions, in question. Use the number on the back of your card to contact Citibank. n If a transaction is fraudulent, Citibank requires that you first contact the vendor to resolve it. If it remains unresolved, a formal dispute with Citibank is the next step. Contact Accounting for a formal dispute form, which we will notarize and submit to Citibank. n Credits for fraudulent transactions usually post in the next billing cycle. 5

MISUSE OR ABUSE OF VISA n n n Using the card in a manner that violates New York State, SUNY, and University Guidelines Using the card for prohibited purchases. (e. g. personal and travel expenses) Allowing others to use the card (only the cardholder may use the card). Failing to properly certify monthly billing statement by the deadline issued in the monthly certification email. Splitting an order to remain within the dollar limit for p card transactions. 6

DISCIPLINARY ACTIONS FOR MISUSE OR FRAUD n n n Any action the University deems appropriate including: A written warning Suspending card privileges for 3 months Revoking card privileges permanently Termination of employment 7

PRIORITY LIST FOR SELECTING A VENDOR 1. Vendors on State Contract To identify items on state contract, contact the State Purchasing Office at 437 -4579. 2. If the vendor does not accept Visa Submit a purchase requisition boldly indicating that Visa is not accepted by the vendor. 8

PROCUREMENT CARD PROHIBITED USES n n n Items for which the University has a direct billing arrangement (Staples, Graystone) Personal Expenses Travel and Entertainment expenses(e. g. airfare, car rental, hotel, meals) Automated Payments Consulting Services Advertising Expenses Parking passes Leases or Rentals Vendors on e-bay prohibited (pay pal is allowed but will be audited) Hazardous Materials( no animals-mice, hazard fee=> use P. O. ) Gifts or Gift Cards Student fees (no tuition or application payments) 9

VISA CREDIT LIMIT n $4, 999 transaction limit. n Uncommitted balance in Other Than Personal Service (OTPS). Check your account in All Funds to determine your OTPS balance. Purchases should post within 72 hours. Reduce the OTPS balance on the system by the total cost of recent visa purchases made but, not pending in your account, to determine your available OTPS balance. Verify that sufficient OTPS funds are available for a purchase. n n n 10

PLACING AN AEPC ORDER Give the vendor n n n Name, Card Number, and its Expiration Date Tax Exempt ID Ship to Address Cardholder’s Name followed by Campus Address Never Use Home Address n Make sure the vendor places your name on the invoice if they won’t use your campus address 11

APPROPRIATE DOCUMENTATION n n n Invoice showing credit card payment Receipt & card transaction slip from the merchant Detailed packing slip indicating items shipped and amount paid Order form for subscriptions, memberships, and conference registration fees Detailed order confirmation email for internet transactions 12

INFORMATION TO REQUEST FROM THE VENDOR n n n Total cost of purchase including freight. If the total cost is more than $4, 999, including freight, the procurement card can not be used. Order Confirmation Number. Expected Delivery Date. Itemized Receipt and credit card receipt. Vendor invoice, if any, should be sent to the cardholder not the Accounting Office. 13

RECEIPT OF ASSET PURCHASES n n n All assets, including furniture, costing $500. 00 or more must be reported to the Office of Equipment Management by sending in a completed New Equipment Receipt form. Form is available at http: //www. albany. edu/equipment/forms. html OEM will tag items below $500 as well. Just file a new equipment receipt form with your purchase details Attach a copy of your invoice and packing slip to the form. If you need guidance determining if your purchase requires submitting this form, send an email to oem@albany. edu. Provide all known details about the transaction in the email. Only emails sent from a university email address will receive a response. Equipment that becomes part of an existing asset must be reported regardless of cost. (e. g. disk drive for your PC) 14

Portable Equipment n n It is recommended that all portable items be tagged to deter theft and to assist in asset recovery in the event of theft. If you take portable items off-campus (i. e. a laptop or IPAD) you must complete an off-campus use form and return it to the Office of Equipment Management before taking the item off- campus. Forms are available at http: //www. albany. edu/equipment/media/ Off_Campus-01 -12 -11. pdf While the item is in your possession, you have financial responsibility for theft or damage to the item. Asset replacement or repair is your responsibility. 15

PROBLEMS WITH YOUR PURCHASE n Contact vendor to request Return Authorization Number Account Credit for Item A credit receipt to document the item was returned n Monthly Citibank charges must be paid in full. Do not reduce your billing statement by the amount of any anticipated credits. Credits will appear on the next billing statement. 16

CITIBANK BILLING PROCESS n n Cardholders place orders using their card. Within 72 hours charges appear as pending transactions in OTPS in their default account on All Funds. Around the 7 th of each month, cardholders will receive an email from Citibank indicating their statement is ready for downloading for the previous month. The Accounting Office will email Cardholders to certify their statement in the P-Card Web Application. Cardholders retain their billing statement, all supporting documentation, and a signed copy of their certification screen. 17

Citibank Statement Retrieval Wait for email from Citibank indicating your statement is available for downloading n Log on at https: //home. cards. citidirect. com/Commercial. Card/Cards. h tml n Print statement and attach: 1. a copy of your monthly certification screen 2. Supporting documentation for each transaction on the statement. 3. Submit to your supervisor for their review and signature. Note: Arrange documents in the order charges appear on your statement n 18

PROCUREMENT CARD WEB SITE http: //www. albany. edu/accounting/procurement-card. php n n n Campus program guidelines All necessary forms Training presentation How to guides for easy reference. Links to purchasing and equipment management 19