CITIBANK PROCUREMENT CARD OVERVIEW ... Download monthl

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University at Albany
NEW YORK STATE
STATE UNIVERSITY OF NEW YORK
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CITIBANK PROCUREMENT CARD OVERVIEW

• Streamlined way of purchasing supplies and
  equipment using State, IFR, or Dorm funds.
• No RF or UA Foundation Funds
• Items are purchased without
• Purchase Requisitions
• Purchase Orders
• 4,999 per transaction maximum
• New York State and University Purchasing
  Guidelines must be followed when selecting a
  vendor.

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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. Current year 6
  prior.
• Report lost or stolen cards to Accounting
  Citibank ASAP.
• Turn your card in to Accounting when its no
  longer needed or you are leaving the University.

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PROCUREMENT CARD AUDITS

• Monthly, the Accounting Office will conduct
  internal audits of cardholder activity. Audits
  will be announced or unannounced.
• Purchases selected for audit must be justified
  (explained) and documented via a vendor invoice.
• 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.

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Fraudulent Card Transactions

• Your card does not have to be stolen for fraud to
  occur.
• We only have 60 days from the statement date in
  which the charge appears, to dispute a
  transaction with Citibank
• 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. Use the number on the
  back of your card to contact Citibank.
• 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.

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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).

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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

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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 not accept Visa, a purchase
  requisition must be submitted boldly indicating
  that Visa is not accepted by the vendor.

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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)

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VISA CREDIT LIMIT

• 4,999 transaction limit.
• Uncommitted balance in Other Than Personal
  Service (OTPS).
• Check your account in All Funds to determine your
  OTPS balance. Purchases should post within 72
  hours.
• 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.

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PLACING AN AEPC ORDER

• Give the vendor
• Name, Card Number, and its Expiration Date
• Tax Exempt ID
• Ship to Address
• Cardholders Name
• followed by Campus Address
• Never Use Home Address
• Make sure the vendor places your name on the
  invoice if they wont use your campus address

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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

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INFORMATION TO REQUEST FROM THE VENDOR

• Total cost of purchase including freight. If the
  total cost is more than 4,999, 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.

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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/accounting/media/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_at_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)

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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.

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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.

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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

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PROCUREMENT CARDWEB SITEhttp//www.albany.edu/ac
counting/procurement_card.html

• Campus program guidelines
• All necessary forms
• Training presentation
• How to guides for easy reference.
• Links to purchasing and equipment management