Presentation on theme: "Binghamton University"— Presentation transcript:
1 Binghamton University New York StateCitibank VisaCorporate Purchasing CardThe State of New YorkBinghamton UniversityFor Official Government Use Only
2 CITIBANK PROCUREMENT CARD OVERVIEW State payment practices are inefficient63.29% of our transactions that are eligible to be paid by credit card are $ or less – representing 1.34% of the dollars spent39.14% of these payments are under $67.00 – representing 0.28% of the dollars spentProcessing a traditional voucher costs at least $95.00Processing a P-Card transaction costs $10.00WE CAN’T KEEP OPERATING THIS WAY!
3 CITIBANK PROCUREMENT CARD OVERVIEW Continued Streamlined way of purchasing supplies and equipment using State, IFR, or Dorm fundsItems are purchased withoutPurchase RequisitionsPurchase OrdersVouchersThis system is costly, inefficient and frustrates State employees trying to do their jobsUltimately, we have a costly system to control minutiae
4 PLACING A P-CARD ORDER Give the vendor Name, Card Number, Expiration Date, and notify that we are tax exemptTax Exempt IDShip to AddressCardholder’s Namefollowed by Campus Address(same as address listed on application)Do Not Use Home Address
5 P-CARD RECOMMENDED USES Maintenance/repairs of equipmentService Contracts for equipmentSupplies and materialsEquipmentPrintingConferences/SeminarsItems on a centralized commodity (“P”) contractDell ComputersCurriers
6 P-CARD PROHIBITED USES Personal ExpensesTravel and Entertainment expenses(e.g. food, airfare, and lodging)Consulting ServicesAdvertising ExpensesFreight Expenses for items not purchased with the P-CardLeases or RentalsTemporary Employment Agency ServicesHazardous Materials
7 VISA CARDHOLDER RESPONSIBILITIES Submit cardholder application to the Campus P-Card Administrator (Matt Schofield AD512)Cardholder training session at your workstationOne on one review of the programDetailed instructions of the sign on processSign acknowledgement formReconcile and certify billing statement in 10 business days or less
8 CITIBANK BILLING PROCESS Cardholders place orders using their cardAround the 10th of each month, cardholders will receive an from Citibank indicating their statement is ready for downloading for the previous monthThe P-Card Administrator will Cardholders to certify their statement in AEPC, the campus card management systemCardholders retain their billing statement, all supporting documentation, and a signed copy of their certification screenSend originals to Business Office and make copies for yourself to be retained for 1 year
9 AEPC CERTIFICATION PROCESS Wait for from Campus P-Card Administrator indicating your statement is available for certificationSign on to AEPCPrint 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
10 APPROPRIATE DOCUMENTATION The following as appropriateReceipt or card transaction slip from the merchantOrder form for subscriptions, memberships, and conference registration feesDetailed order confirmation for internet transactions
11 VISA CREDIT LIMIT$2,500 transaction limit, $5,000 monthly limitVerify that sufficient OTPS funds are available for a purchase
12 INFORMATION TO REQUEST FROM THE VENDOR Order Confirmation NumberExpected Delivery DateItemized ReceiptVendor invoice, if any, should be sent to the cardholder not the P-Card Administrator
13 RECEIPT OF EQUIPMENT PURCHASES For computer related equipment, all purchases over $ should be reported to Physical FacilitiesPurchases of any equipment over $ must be registered and bar coded by Physical FacilitiesQuestions - Go to:Or call:
14 PROBLEMS WITH YOUR PURCHASE Contact vendor to requestReturn Authorization NumberAccount Credit for ItemA credit receipt to document theitem was returnedMonthly 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
15 PROCUREMENT CARD AUDITS Periodically the Business Office or Internal Audit Office will conduct internal audits of cardholder activity. Audits will be announced or unannouncedExternal 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 availableDocumentation for the current fiscal year must be centrally located in your departmentOSC has the ability to revoke our participation in this program if cardholders are mismanaging their cards
16 MISUSE OR ABUSE OF P-CARD Using the card in a manner that violates New York State, SUNY, and University GuidelinesUsing the card for purchases in excess of the authorized dollar limit per transactionUsing the card for prohibited purchases. (e.g. personal and travel expenses)Failing to properly reconcile and certify monthly billing statement in a timely mannerSplitting up orders to remain within the dollar limit for AEPC transactionsAllowing others to use the card (only the cardholder may use the card)
17 DISCIPLINARY ACTIONS FOR MISUSE OR FRAUD JUDGE WAPNER SAYS:Any action the University deems appropriate including:A written warningSuspending card privileges for 3 monthsRevoking card privileges permanentlyTermination of employment
18 Frequently Asked Questions 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 – If having trouble signing on to AEPC, call Mickey Loveria –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.
19 Frequently Asked Questions 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.
20 Frequently Asked Questions 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.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.
21 Frequently Asked Questions 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.
22 PROCUREMENT CARD WEB SITE http://ap-travel.binghamton.edu/pcard.htm Campus program guidelinesAll necessary formsTraining presentationLinks to purchasing, accounts payable, and travel
23 ENJOY PAPERLESS PURCHASING Purchase items in a timely and efficient way without worrying about:RequisitionsPurchase Orders