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University at Albany. NEW YORK STATE. STATE UNIVERSITY OF NEW YORK. CITIBANK PROCUREMENT CARD OVERVIEW. Streamlined way of purchasing supplies and equipment using State, IFR, or Dorm funds. Items are purchased without Purchase Requisitions Purchase Orders

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university at albany
University at Albany

NEW YORK STATE

STATE UNIVERSITY OF NEW YORK

citibank procurement card overview
CITIBANK PROCUREMENT CARD OVERVIEW
  • Streamlined way of purchasing supplies and equipment using State, IFR, or Dorm funds.
  • Items are purchased without
      • Purchase Requisitions
      • Purchase Orders
      • Purchasing Agent Approval of Vendor
  • $2,500 per transaction maximum
  • New York State and University Purchasing Guidelines must be followed when selecting a vendor.
visa cardholder responsibilities
VISA CARDHOLDER RESPONSIBILITIES
  • 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.
  • Report lost or stolen cards to the Accounting Office ASAP.
  • Turn your card in when it’s no longer needed or you leaving the University.
priority list for selecting a vendor
PRIORITY LIST FOR SELECTING A VENDOR

1. Vendors on State Contract

To identify items on state contract, contact the Purchasing Office at

437-4570 or search the following web site for vendors on state contract

http://www.ogs.state.ny.us/Purchase/

2. If the vendor does notaccept Visa, a purchase requisition must be submitted boldly indicating that Visa is not accepted by the vendor.

visa credit limit
VISA CREDIT LIMIT
  • $2,500 transaction limit.
  • Uncommitted balance in Other Than Personal Service (OTPS).
  • Check your account in All Funds to determine your OTPS balance. 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.
placing an aepc order
PLACING AN AEPC ORDER

Give the vendor

  • Name, Card Number, and its Expiration Date
  • Tax Exempt ID
  • Ship to Address

Cardholder’s Name

followed by Campus Address

Never Use Home Address

  • Make sure the vendor places your name on the invoice if they won’t use your campus address
appropriate documentation
APPROPRIATE DOCUMENTATION
  • 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
information to request from the vendor
INFORMATION TO REQUEST FROM THE VENDOR
  • Total cost of purchase including freight. If the total cost is more than $2,500, 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.
computer and peripheral purchases
COMPUTER AND PERIPHERAL PURCHASES
  • All computer and peripheral(e.g printers) purchases should shipped to the address below

CITIBANK- Cardholder’s Name

C/O Brian Elk

Lecture Center SB-27

University at Albany

1400 Washington Avenue

Albany, New York 12222

  • Submit the AEPC Computer Purchase form available at http://www.albany.edu/accounting/s_forms_comppurch.shtmlto notify Brian of your order.
receipt of asset purchases
RECEIPT OF ASSET PURCHASES
  • 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/new.pdf. 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@uamail.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)

procurement card prohibited uses
PROCUREMENT CARD PROHIBITED USES
  • 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
  • Paypal or vendors on e-bay
  • Hazardous Materials( no animals-mice)
  • Gifts or Gift Cards
  • Student fees (no tuition or application payments)
problems with your purchase
PROBLEMS WITH YOUR PURCHASE
  • 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.
citibank billing process
CITIBANK BILLING PROCESS
  • 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 10th 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..
citibank statement retrieval
Citibank Statement Retrieval
  • Wait for email from Citibank indicating your statement is available for downloading
  • Log on to www.cards.citidirect.com

Print statement and attach:

1. a copy of your monthly certification screen

2. Supporting documentation for each transaction on the statement.

Note: Arrange documents in the order charges appear on your statement

fraudulent card transactions
Fraudulent Card Transactions
  • Your card does not have to be stolen for fraud to occur.
  • Timely certifications ensure timely fraud detection.
  • 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.
  • If they fail to reach you, Citibank will suspend your card until you contact them to verify the transactions, in question
  • 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.
  • Credits for fraudulent transactions usually post in the next billing cycle.
  • We only have 60 days from the statement date in which the charge appears, to dispute a transaction with Citibank
procurement card audits
PROCUREMENT CARD AUDITS
  • Periodically the Accounting 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. The prior six years must be stored.
  • OSC has the ability to revoke our participation in this program if cardholders are mismanaging their cards.
misuse or abuse of visa
MISUSE OR ABUSE OF VISA
  • 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)
  • 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.
  • Allowing others to use the card (only the cardholder may use the card).
disciplinary actions for misuse or fraud
DISCIPLINARY ACTIONS FOR MISUSE OR FRAUD
  • Any action the University deems appropriate including:
  • A written warning
  • Suspending card privileges for 3 months
  • Revoking card privileges permanently
  • Termination of employment
procurement card web site http www albany edu accounting s procurement shtml
PROCUREMENT CARDWEB SITEhttp://www.albany.edu/accounting/s_procurement.shtml
  • Campus program guidelines
  • All necessary forms
  • Training presentation
  • How to guides for easy reference.
  • Links to purchasing and equipment management