1. Procurement Card Overview
UB Business Day 2011

2. What is the Procurement Card?
The PCard is the University’s preferred method to purchase authorized items up to $2500
For non-travel business-related expenses
State funds – Citibank Visa
Research Foundation funds – American Express

3. What is the Procurement Card?
Individually assigned, personal responsibility
Similar to a personal card
UB pays the bill – University liability
Corporate Purchasing Card
Preset limits and authorizations

4. What Can I Buy with the PCard?
Internet purchases, online ordering
Registration fees for conferences
Seminars, memberships, subscriptions
Supplies –office, computer, scientific
Equipment and one-time repairs
Copying, printing
Advertising
State contract vendors, eProcurement suppliers
Justified food purchases
On campus at UB Micro, UB Bookstore, Print Services, Great Lakes Graphics
ALL PURCHASES MUST BE ALLOWABLE ON THE ACCOUNT

5. Progress Year Spend in Millions Transactions Cardholders 2007/08 $8.4
32K
553
2008/09
34K
600
2009/10
$10.5
40K
618
2010/11
$12
43K
670

6. PCard Spending

7. PCard Transactions

8. eReq vs. PCard

9. eReq Statistics
08/09 33,966
09/10 31,080
10/11 26,935
Approximate cycle time 3 to 8 days for eReq
Approximate cycle time for PCard 1 to 3 days

10. How Does the PCard Work?
Cardholder makes purchases directly from supplier, then supplier is paid within 2 days of shipment
NYS/The Research Foundation pays the credit card company at the beginning of each month; no late fees
Credit card company notifies cardholder of PCard activity at cycle close

11. Why Should I Use the PCard?
To save money:
On average, each PCard transaction results in a $70 savings in administrative processing costs
To save time:
Efficient– streamlines both purchasing and payment; it reduces processing time by at least 6-7 days
To create flexibility:
Enables cardholders to make authorized purchases directly from supplier – no need to go through Purchasing if under $2500 and allowable

12. Why Should I Use the PCard?
Make your purchases when it’s convenient, track your spending, and deal directly with the supplier
Convenience
Empowerment
Efficiency

13. How Do I Reconcile My Account?
State cardholder electronically reconciles activity in Host on Demand, and retains paperwork
RF cardholder completes monthly summary log, attaches receipts, and mails to PCard Admin in Crofts so that it can be charged to the PTA
Convenient access to online statements

14. What Is Not Allowed on the PCard?
Travel/entertainment expenses –(airline, car rental, parking, taxis, limos, buses, gasoline, lodging, etc.)
Flowers, gifts, gift cards, personal use
Alcohol, restaurant dining
Maintenance agreements, leases, insurance, or anytime a written agreement needs to be signed by a representative UB
Cash advances
Controlled substances, live animals, radioactive materials, gas cylinders
Unlicensed items representing the University in any way that have not been approved by Trademarks & Licensing
Transactions that exceed $2500

15. What Else Should I Know?
State contract, educational pricing, MWBE, reputable suppliers
No sales tax
Original invoices
Business-related purpose, supporting documentation
Available funds
Purchasing guidelines, Food and Bev guidelines
No splitting
Subject to audit
No card sharing
Safeguard your card
Secure websites

16. What are the Security Features?
Single transaction limits $2500
Monthly transaction limits
Merchant Category Code Blocks
Fraud detection services
Dispute privileges

17. Cardholder Responsibilities
Be aware of restrictions – use within guidelines
Safeguard the card – no card sharing
Tax exempt privileges
Review transactions and reconcile at cycle close
Ensure adequate documentation and obtain supervisor signature
Retain documentation for state
Forward RF documentation to PCard Administration
Contact PCard Administration for assistance

18. Approver Responsibilities
Review for appropriateness – monitor usage
Ensure documentation is accurate
Notify PCard Administration of any changes
Program Compliance – be aware of restrictions
Sign the statement
Ensure proper storage of documentation for State
Ensure documents are submitted to PCard Administration by month end for Research

19. Training and Consultation
One on one training at your convenience
PCard Admin staff always available to assist
Contact us to discuss your unit’s needs

20. We look forward to working with you!
Who Can I Contact?
Procurement Card Administration, 224 Crofts Hall,
University Business Services webpage:
Angie Rzeszut, CPCP
Procurement Card Program Administrator
Kathy Brown
Procurement Card Coordinator
Debbie Kostran
Mary Kvetkosky
We look forward to working with you!

21. Thank you for attending Procurement Card Overview UB Business Day 2011
Questions?
Thank you for attending Procurement Card Overview UB Business Day 2011