NEW YORK STATE
University at Albany
STATE UNIVERSITY OF NEW YORK
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CITIBANK PROCUREMENT CARD
OVERVIEW
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Streamlined way of purchasing supplies and
equipment using State, IFR, or Dorm funds.
No RF or UA Foundation Funds
Items are purchased without
 Purchase
Requisitions
 Purchase Orders
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$4,999 per transaction maximum
New York State and University Purchasing
Guidelines must be followed when selecting a
vendor.
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VISA CARDHOLDER
RESPONSIBILITIES
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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.
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PROCUREMENT CARD
AUDITS
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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.
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Fraudulent Card Transactions
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Your card does not have to be stolen for fraud to occur.
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We only have 60 days from the statement date in which the charge appears, to
dispute a transaction with Citibank
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Timely certifications ensure timely fraud detection.
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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.
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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.
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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.
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Credits for fraudulent transactions usually post in the next billing cycle.
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MISUSE OR ABUSE OF VISA
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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.
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DISCIPLINARY ACTIONS
FOR MISUSE OR FRAUD
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Any action the University
deems appropriate
including:
A written warning
Suspending card
privileges for 3 months
Revoking card privileges
permanently
Termination of
employment
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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.
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PROCUREMENT CARD
PROHIBITED USES
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Items for which the University has a direct billing arrangement
(Staples, Chartwells, Graystone)
Personal Expenses
Travel and Entertainment expenses(e.g. airfare, car rental, hotel,
meals)
Food and beverages
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)
Gifts or Gift Cards
Student fees (no tuition or application payments)
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VISA CREDIT LIMIT
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$4,999 transaction limit.
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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.
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PLACING AN AEPC ORDER
Give the vendor
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Name, Card Number, and its
Expiration Date
Tax Exempt ID
Ship to Address
Cardholder’s Name
followed by Campus Address
Never Use Home Address
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Make sure the vendor places
your name on the invoice if
they won’t use your campus
address
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APPROPRIATE
DOCUMENTATION
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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
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INFORMATION TO REQUEST
FROM THE VENDOR
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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.
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RECEIPT OF ASSET
PURCHASES
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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/accounting/media/new.pdf
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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)
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Portable Equipment
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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.
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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.
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PROBLEMS WITH YOUR
PURCHASE
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Contact vendor to request
Return Authorization Number
Account Credit for Item
A credit receipt to document the
item was returned
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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.
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CITIBANK BILLING
PROCESS
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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 7th 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 AEPC, the campus card management
system.
Cardholders retain their billing statement, all supporting
documentation, and a signed copy of their certification
screen.
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Citibank Statement Retrieval
Wait for email from Citibank indicating your statement is
available for downloading
 Log on at
https://home.cards.citidirect.com/CommercialCard/Cards.h
tml
 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
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PROCUREMENT CARD
WEB SITE
http://www.albany.edu/accounting/procurement_card.html
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Campus program
guidelines
All necessary forms
Training presentation
How to guides for easy
reference.
Links to purchasing
and equipment
management
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