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Citibank Visa
Corporate Purchasing Card
The State of New York
Binghamton University
For Official Government Use Only

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CITIBANK PROCUREMENT CARD
OVERVIEW
 State payment practices are inefficient
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63.29% of our transactions that are eligible to be paid by credit card are $250.00 or less – representing 1.34% of the dollars spent
39.14% of these payments are under $67.00 – representing
0.28% of the dollars spent
– Processing a traditional voucher costs at least $95.00
– Processing a P-Card transaction costs $10.00
WE CAN’T KEEP OPERATING THIS WAY!

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CITIBANK PROCUREMENT CARD OVERVIEW
Continued
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Streamlined way of purchasing supplies and equipment using State, IFR, or Dorm funds
Items are purchased without
 Purchase Requisitions
 Purchase Orders
 Vouchers
This system is costly, inefficient and frustrates State employees trying to do their jobs
Ultimately, we have a costly system to control minutiae

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PLACING A P-CARD ORDER
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Give the vendor
Name, Card Number,
Expiration Date, and notify that we are tax exempt
Tax Exempt ID 23-1354443
Ship to Address
Cardholder’s Name followed by Campus Address
(same as address listed on application)
Do Not Use Home Address

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P-CARD RECOMMENDED USES
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Maintenance/repairs of equipment
Service Contracts for equipment
Supplies and materials
Equipment
Printing
Conferences/Seminars
Items on a centralized commodity (“P”) contract
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Dell Computers
Curriers

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P-CARD PROHIBITED USES
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Personal Expenses
Travel and Entertainment expenses(e.g. food, airfare, and lodging)
Consulting Services
Advertising Expenses
Freight Expenses for items not purchased with the P-
Card
Leases or Rentals
Temporary Employment Agency Services
Hazardous Materials

VISA CARDHOLDER RESPONSIBILITIES
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 Submit cardholder application to the Campus
P-Card Administrator (Matt Schofield AD512)
 Cardholder training session at your workstation
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One on one review of the program
Detailed instructions of the sign on process
– Sign acknowledgement form
 Reconcile and certify billing statement in
business days or less

CITIBANK BILLING PROCESS
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Cardholders place orders using their card
Around the 10th of each month, cardholders will receive an email from Citibank indicating their statement is ready for downloading for the previous month
The P-Card Administrator 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
Send originals to Business Office and make copies for yourself to be retained for 1 year

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AEPC CERTIFICATION PROCESS
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Wait for email from Campus P-Card Administrator indicating your statement is available for certification
Sign on to AEPC
Print purchase log (Attachment 9A) and attach:
1.
A copy of your monthly certification screen with cardholder and supervisor signature (Attachment 9B)
2. Supporting documentation for each transaction on the statement.
Note : Arrange documents in the order charges appear on your purchase log

APPROPRIATE DOCUMENTATION
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The following as appropriate
 Receipt or card transaction slip from the merchant
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Order form for subscriptions, memberships, and conference registration fees
Detailed order confirmation email for internet transactions

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VISA CREDIT LIMIT
 $2,500 transaction limit,
$5,000 monthly limit
 Verify that sufficient OTPS funds are available for a purchase

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INFORMATION TO REQUEST FROM THE
VENDOR
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Order Confirmation Number
Expected Delivery Date
Itemized Receipt
Vendor invoice, if any, should be sent to the cardholder not the P-Card Administrator

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RECEIPT OF EQUIPMENT PURCHASES
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For computer related equipment, all purchases over $500.00 should be reported to Physical Facilities
Purchases of any equipment over
$1500.00 must be registered and bar coded by Physical Facilities
Questions - Go to: http://facilities.binghamton.edu/pro perty.htm
Or call: 7-2971

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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
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.
Do not obtain a check for your credit,
Have vendor credit your card

PROCUREMENT CARD AUDITS
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Periodically the Business Office or Internal Audit Office will conduct internal audits of cardholder activity. Audits will be announced or unannounced
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
OSC has the ability to revoke our participation in this program if cardholders are mismanaging their cards

MISUSE OR ABUSE OF P-CARD
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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 AEPC transactions
Allowing others to use the card (only the cardholder may use the card)

DISCIPLINARY ACTIONS FOR MISUSE OR
FRAUD
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JUDGE WAPNER SAYS: 
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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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Q: Who do I call if I have a problem signing on when it is time to certify my statement?
– A: If having trouble with initial sign on screen, call the BU
Help Desk – 7-6420. If having trouble signing on to AEPC, call Mickey Loveria – 7-2162
Q: Can a co-worker use my P-Card?
– A: No. P-Cards can only be used by the cardholder.
Lending the card to other University employees is strictly prohibited.

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Frequently Asked Questions
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Q: What do I do if I need to return a purchase?
– A: Contact the vendor directly and make arrangements for return. Be sure to give the vendor your card number and other confirmation numbers, so your account will receive the appropriate credit.
Q: What do I do if my card is lost or stolen?
– A: Contact Citibank and the Campus P-Card Administrator immediately, also notify if a replacement card is necessary.

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Frequently Asked Questions
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Q: How do we dispute a charge?
– A: First try to settle any dispute with the vendor. If you are unsuccessful go to the Citibank web site and complete a charge dispute form via the web. http://www.osc.state.ny.us/agencies/travel/citibank/dispute_form.pdf
Q: Can we adjust our bill for disputes or credits?
– A: All bill must be paid in full within 10 business days. If a dispute has been filed with Citibank, the bill will still be paid in full. All adjustments will be credited to your account on the next bill.

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Q: May a cardholder keep the same card when moving from one department of the University to another?
– A: Yes, but cardholders must have the card coded to charge their new department’s account.
Q: Will the P-Card effect my personal credit rating?
– A: No, credit checks are not performed on the cardholder nor is there any effect on the cardholder’s personal credit rating.

http://ap-travel.binghamton.edu/pcard.htm
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Campus program guidelines
All necessary forms
Training presentation
Links to purchasing, accounts payable, and travel

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ENJOY PAPERLESS PURCHASING
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Purchase items in a timely and efficient way without worrying about:
Requisitions
Purchase Orders