1. Binghamton University
New York State
Citibank Visa
Corporate Purchasing Card (P-Card)
Binghamton University

2. OVERVIEW State payment practices are costly
Processing a traditional voucher costs at least $95.00
Processing a P-Card transaction costs $10.00

3. P-CARD RECOMMENDED USES
Maintenance/repairs of equipment
Service Contracts for equipment
Supplies and materials
Equipment
Printing
Conferences/Seminars
Furniture
Computers
Books
Memberships (JUSTIFICATION REQUIRED!)
Food (JUSTIFICATION REQUIRED!)

4. P-CARD PROHIBITED USES
Personal Expenses
Travel Expenses (e.g. airfare, and lodging, gasoline)
Entertainment Expenses (retirement parties / holiday parties)
Consulting Services
Leases or Rentals
Temporary Employment Agency Services
Gift Cards/Certificates or cash equivalent
Alcohol
Office Decorations

5. Benefits to Using the P-Card
No need to add vendor to Statewide Financial System
Vendor receives immediate payment eliminating discrepancies with Accounts Payable Department
Eliminates possible personal reimbursements
Supervisor pre-approval not required

6. CERTIFICATION PROCESS MUST BE DONE IN 10 BUSINESS DAYS OR LESS!
Wait for from Campus P-Card Administrator indicating your statement is available for certification
Print screen your purchase log and attach:
Certification page with cardholder and supervisor signature
Supporting documentation for each transaction on the statement
Any justifications required for food, memberships, etc.
Send original documentation to the Purchasing Department through intercampus mail. ALWAYS keep a copy for yourself.
Note: Arrange documents in the order charges appear on your purchase log

7. APPROPRIATE DOCUMENTATION
The following as appropriate
Receipt or card transaction slip from the merchant
Order form for subscriptions, memberships, and conference registration fees
Detailed order confirmation for internet transactions
Make sure documentation includes:
-Description of Items Dollar Amount
-No Tax Vendor Name

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

9. 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

10. P-Card Misconceptions
“Using the P-Card will effect my personal credit rating”
“The monthly dollar limits are too low”
“Controls on P-Card are insufficient”
“I do not know who to call if there is a problem”

11. Important Items to Note
Amazon purchases must be made through your Amazon Business account
Cardholder responsibility to resolve disputes and certify all billing statements. Ensure all purchases are valid
If fraud occurs on card you must contact Citi Bank
Two signatures needed on certification page
Remember you are using STATE funds with your card, be cost effective and be sure that purchases are made for the benefit of the University

12. Additional Information
Contacts:
John Gallent
P-Card Administrator
x7-2036
Tricia Wooden
P-Card Auditor
x7-2184
Brent Ochiai
x7-2235