PROCUREMENT CARD MANUAL

ContentsWhat is the procurement card?................................................................................................................................2General rules for the use of the card........................................................................................................................2A. Using Preferred Source vendors...................................................................................................................2B. Using State contract vendors........................................................................................................................2C. Using Certified Women Owned or Minority Owned Vendors.....................................................................2D. Getting competitive price quotes..................................................................................................................2E. Coding your purchases correctly......................................................................................................................2F. Keeping accurate records and documentation..................................................................................................2G. Manager must sign the requisition before the purchase is made..................................................................2H. NEVER respond to e-mails from Citibank!..................................................................................................2I. Always use your best judgment in guarding your VISA information..............................................................2J. Upon termination of employment by the cardholder.......................................................................................2Misuse of the VISA card.........................................................................................................................................3Travel cannot be put on the procurement card........................................................................................................3Determining when you should use the procurement card.......................................................................................3Equipment/software purchases................................................................................................................................3How to use the card.................................................................................................................................................4The following form is what I use to FAX my information to the vendors..............................................................5CURRENT TAX EXEMPT FORM........................................................................................................................7Necessary documentation for each procurement card transaction...........................................................................8A. A requisition.................................................................................................................................................8B. Hard copy quotes..........................................................................................................................................8C. An original copy of the invoice....................................................................................................................8D. Any packing slip...........................................................................................................................................8E. Certification of receipt......................................................................................................................................8To protect yourself from any audit criticism, do the following:..............................................................................81. Fill out the requisition......................................................................................................................................82. Verify that funding is available........................................................................................................................83. Have your supervisor/department head sign the requisition............................................................................84. Attach the hard copy quotes.............................................................................................................................85. Attach detailed invoices...................................................................................................................................86. Attach any packing slips...................................................................................................................................87. Certification of receipt......................................................................................................................................8Emergency Situations..............................................................................................................................................8Getting your monthly statement from Citibank.......................................................................................................9You need to sign on to the Citibank Web site by going to:.....................................................................................9Reconciling transactions on-line............................................................................................................................30Record Keeping.....................................................................................................................................................511. Certification Statement...................................................................................................................................512. Citibank Statement.........................................................................................................................................513. Excel Spreadsheet...........................................................................................................................................514. Transaction packets........................................................................................................................................515. Each transaction needs the following documentation and arranged in the following order..........................51A. Requisition......................................................................................................................................................51B. Quotes.............................................................................................................................................................51C. Invoice............................................................................................................................................................51D. Packing lists....................................................................................................................................................51

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E. Receipt of Items Certification........................................................................................................................51Receipt of items certification sample form:...........................................................................................................52VISA LOGBOOK Sample....................................................................................................................................53

PROCUREMENT CARD INSTRUCTIONS

What is the procurement card?

The College currently has their procurement card program through VISA at Citibank. The procurement card is just another purchasing tool to be used by the departments. Because the VISA card offers greater flexibility to the departments, it is also a tool that can be misused and abused. This manual is to help guide the cardholder in the proper use of the card and to explain the responsibilities that go along with the privilege of having the card.

General rules for the use of the card.

All of the regular rules and procedures of Purchasing apply to any transactions placed on the VISA card. Some of these rules are:

A. Using Preferred Source vendors. These include New York State Department of Corrections (www.corcraft.org), New York State Industries for the Disabled (www.nysid.org), and Industries of the Blind of New York State (www.ibnys.org)

B. Using State contract vendors (http://www.ogs.state.ny.us).C. Using Certified Women Owned or Minority Owned Vendors whenever

possible.D. Getting competitive price quotes at the proper levels.E. Coding your purchases correctly, especially equipment purchases so that our Property

Control Officer can tag and identify the items for our inventory lists.F. Keeping accurate records and documentation of the transactions to prevent an

audit criticism. This includes making sure funding is available and having your supervisor/Account

G. Manager must sign the requisition before the purchase is made. (This protects the cardholder as it shows that the purchase was authorized for the College and that the Account Manager has funding available to cover the charges.)

H. NEVER respond to e-mails from Citibank! We are not contacted by Citibank in this manner, and these e-mails are SCAMS!

I. Always use your best judgment in guarding your VISA information. If you wouldn’t do something with your own personal credit card, you shouldn’t do it with this procurement card.

J. Upon termination of employment by the cardholder, the cardholder will notify the Program Administrator (currently Cindy Meres in the Procurement and Travel Office) and will turn in the VISA card.

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Misuse of the VISA card

You must follow the policies and procedures established by New York State and the College for the use of this credit card. Failure to do so may result in the revocation of your user privileges or other disciplinary action, which could include termination of employment.

Travel cannot be put on the procurement card.

TRAVEL transactions can NOT be put on the VISA card. The only exception is for conference registration fees. You cannot use the procurement card for lodging, meals, gas for a vehicle, tolls, entry fees, etc. (Basically anything that should go on a TRAVEL VOUCHER cannot be paid for with the VISA procurement card.)

Determining when you should use the procurement card.

Most campus VISA cards have a $5,000 per transaction limit. Under normal circumstances, you shouldn’t use the card for transactions over $5,000. Please see the sections referring to Equipment/Software purchases and Emergency Purchases. Use your best judgment if the dollar level is over $5,000 or call the Purchasing Department for guidance.

You can use the VISA card for small dollar purchases of goods/services from vendors that accept VISA.

Membership dues, conference registrations, subscriptions, miscellaneous classroom, office, medical, laboratory, and general supplies are also fine to put on the VISA card.

If you already have an invoice for an item/service and the vendor accepts VISA, you may determine to put that transaction on your card. If the vendor doesn’t accept VISA, you will need to send these transactions over as a hard-copy requisition so that Accounts Payable can cut a check to make payment.

We usually prefer that any equipment purchases be done either as an on-line requisition or as a hard copy requisition so that a purchase order is made for these transactions. This gives us an “audit trail” for equipment purchases so that the Property Control Manager can include this information on the Equipment List for the College. (Especially if equipment is being traded in towards the purchase of the new equipment.)

Equipment/software purchases

We consider any one piece or various components to make one unit with a value over $500 as equipment. Any equipment purchase requires notification to the Property Control Manager (PCM). Sometimes it is difficult to determine if something is truly “equipment” or not, and it is the policy of the Purchasing department to err on the side of caution and notify the PCM of these procurements. That office will determine if the purchase meets the necessary criteria requiring “tagging” of the asset for the College’s records. If you have questions regarding if something is “equipment”, you should contact WILLY WOOD in the Property Control Department for clarification. Willy also needs to be notified of any “SOFTWARE purchased that has a value of $5,000 or greater”. A copy of the software license agreement and the requisition has to be sent to the PCM for inventory purposes. We preferred to make these types of purchases using a regular purchase order as that provides a cleaner audit trail. However, using the VISA card for these purchases is not forbidden, it just means you need to follow these additional steps to insure the proper documenting of the transaction to protect the College from any audit criticisms.

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If you do use your procurement card to purchase “equipment” or “software worth more than $5,000”, you must make a copy of your requisition and give it to the Property Control Manager for audit purposes. It is your responsibility to follow up with the PCM when the item(s) is received to have it properly recorded on the College’s Equipment List.

How to use the card

There are four ways that we currently use the card to make procurements. We either phone in an order, fax in an order, do an on-line order, or do an at location store purchase. You may determine whichever method works best for you under each circumstance. Never put your VISA information in an e-mail message! E-mail provides no security for your confidential information.

A. Some important items to remember are that you must keep your VISA card, and other information as secure as possible to prevent identity theft/fraudulent charges. Usually, unless you are using the card, it should be stored in a secure location!  Locked drawer or locked office.

B. The College is tax exempt, the vendor needs to know where to send the items, Central Receiving should be notified of any transactions that may come in directly through them, and the Property Control Manager must be made aware of any transactions that are for equipment and/or software purchases at certain dollar thresholds.

C. Telephone orders sometimes require that you give your VISA number, identity code, card expiration date, your mailing and billing address, tax exempt information, contact information, and product description. I find that errors can occur with telephone orders due to transposition of numbers, not being able to hear information correctly, forgetting to let the vendor know we are tax exempt, etc. So, if you do call in your orders, try to remember to speak clearly and also get the name of the person you placed the order with or a confirmation number in case you need to call back. Some vendors may also require you to send them hard copy proof that the College is tax exempt. (There is a letter attached for this purpose.)

D. Faxing in orders is the easiest method for me. I have done a “VISA Purchase Form” (see attached sample) that works well for me. It gives the vendor permission to charge my VISA card, explains where to ship the items, gives my contact information, and since the information is written, it helps reduce errors and misunderstandings. I try to fax any quotes or backup documentation and mark the notice “As per the Attached” so that I don’t have to rewrite all of the information. I also fax a copy of our “Tax Exempt Letter”. This gives the vendor the proof they need for their files that the transaction is tax exempt.

E. On-line ordering has also been done quite successfully. Please make sure you are on a secured site before giving any of your information. You may need to contact the vendor prior to placing an order to set up an account and to get tax exempt status for the transaction.

F. Each of the three methods described have their benefits and drawbacks. Just use whichever method you think will be the best for the particular transaction you are trying to do.

G. *Remember: You must contact Central Receiving to let them know a package will be coming in for your area that is going to be charged to your VISA. (We make a copy of the requisition and send that to them with the word VISA marked on the top of the form.) Also, if you purchased something that may be classified as equipment or software worth more than $5,000; you need to send a copy of the requisition and any backup information to the Property Control Manager.

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The following form is what I use to FAX my information to the vendors. I fill in the information listed in PINK and RED and print it with the College Seal in the upper left hand corner. I don’t save it on my computer as it has confidential information. Any copies of the letter should be kept under lock and key along with your actual VISA card.

I fax this form, along with the vendor’s quote/shopping cart information, and the tax exempt letter. That way the vendor has all the information that they need.

The current tax exempt letter is also attached for your convenience.

BILLING ADDRESS/Submit Invoice to: SHIPPING ADDRESS:Your Name SUNY @ Oneonta

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SUNY @ Oneonta Trans #________________VCollege 108 Ravine Parkway Central ReceivingSeal Oneonta, NY 13820 108 Ravine Parkway

P: 607-436-_____ - F: 607-436-____ Oneonta, NY 13820e-mail: ________@oneonta.edu

V I S A T R A N S A C T I O N

VENDOR INFORMATION: Date: ____/____/____

_______________________________ FAX: (_____) ______- _______

_______________________________ ATTN: ______________________

Please accept this letter as authorization to charge the College’s VISA card issued to me for the purchase of the following items/services. I will need a copy of an invoice for this transaction sent to me for my records. Please prepay and add freight charges to the invoice. NOTE: Any freight charge over $100 requires a copy of the original freight bill to be submitted with the vendor’s invoice for verification. Please ship any items to the attention and address listed above under Shipping Address:

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

If you have any questions concerning this order, please contact me as per the information listed above under “Billing Address”. Thank you for your help and cooperation in this matter.

Sincerely yours,

Your NameYour Title

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

VISA Card #___________________ ID #_______ Expiration Date: ____/____

Signature of Card Holder: ____________________ Name on Card: __________________________

Estimated Amount: $________________________ *Prepay & Add Freight to Invoice

The College is a TAX EXEMPT entity. Tax Exempt #14740026K (See attached Letter)

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CURRENT TAX EXEMPT FORM

New York State Department ofTAXATION and FINANCE OTPA Sales Tax Exempt Organizations UnitBuilding 9 Room 154 ·

J W.A. Harriman CampusAlbany, NY 12227

SUNY ONEONTA'S TAX EXEMPT#14740026K

January 6, 2016

Re: SUNY OneontaRavine ParkwayOneonta, NY 13820-4015

Terri ThomasManager of Procurement & Travel OfficeSUNY Oneonta108 Ravine ParkwayOneonta, NY 13820

T/F: (607) 436-2555 / (607) 436-3172

Dear Sir or Madam:

The Tax Law exempts New York State governmental entities such as your organization, University of New York, from the payment of New York State sales and use taxes on their purchases. In order to make tax exempt purchases, a New York State governmental entity mustpresent vendors with the entity's official purchase order or other documentation (e.g., paymentvoucher, contract of sale, Form AC 946, Tax Exemption Certificate, Form ST-129, ExemptionCertificate - Tax on occupancy of hotel rooms, etc.) which indicates that the purchaser is a NewYork State governmental entity.

Tax exemption numbers and Form ST-119.1, Exempt Organization Exempt Purchase Certificate, are not issued to New York State governmental entities. If a vendor requests aexemption number or Form ST-119.1, Exempt Organization Exempt Purchase Certificate fromthe State University of New York may give the vendor a copy of this letter. This will assure thevendor that a governmental purchase order or other evidence that the State University of Newis the purchaser, is the only documentation the vendor needs in order to not collect sales tax.

New York State Department of Taxation and FinanceOTPA-Taxpayer Guidance DivisionSales Tax - Exempt Organizations UnitBuilding 9, Room 154W.A. Harriman Campus Albany, NY 12227

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Necessary documentation for each procurement card transaction

For each VISA transaction, you still need to do a hard-copy requisition to retain in your files with your certification at the end of the month. The following information is necessary for each transaction:

A. A requisition/document that includes name of the vendor, items/services that were purchased, account number and object code that was charged, amount that was charged, and an authorized signature.

B. Hard copy quotes for any purchase over $2,500 to prove reasonableness of price. (Unless items are on state contract.)

C. An original copy of the invoice from the vendor. Invoice must be detailed.D. Any packing slip that is available.E. Certification of receipt from you or someone in your department that the

items/services were received or that you are authorizing payment.

To protect yourself from any audit criticism, do the following:

1. Fill out the requisition. If you only are paying a partial payment against this requisition, you need to fill out the bottom left hand corner of the requisition with the MONTH payment is being made, the AMOUNT of the payment, and then a “P” for PARTIAL payment. Then make a COPY of the requisition. Put the COPY with the current month’s p-card packet. Hold onto the ORIGINAL until the final payment is made. If there are multiple payments made during multiple months, this method gives whoever is auditing the packet a clear picture of what happened and where the original documentation can be found. For the final payment, you will put the MONTH, the AMOUNT, and then a “F” for FINAL payment so it is obvious that the transaction is now considered complete.

2. Verify that funding is available to cover this procurement.3. Have your supervisor/department head sign the requisition. (This

covers you that the purchase was approved by someone other than yourself.)4. Attach the hard copy quotes proving the reasonableness of the pricing.5. Attach detailed invoices to the requisition.6. Attach any packing slips that you may have.7. Certification of receipt. Sign off on either the invoice (if this is a partial payment make a

copy of the requisition and use the original when final payment is made) or a separate colored form that the items/services were received and/or you are authorizing the payment. (Sometimes due to the billing cycle cut off dates and other legitimate reasons, items are billed in one month and not received until a later time. You can still authorize payment to be made, but it is your responsibility to keep track of any outstanding items to make sure they are actually received.)

Emergency Situations.

Under normal circumstances you will follow the above rules and procedures. However in the event of a campus emergency situation, you may be required to use your procurement card to make purchases for departments other than your own.

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In an emergency situation, you will follow the same basic rules and procedures as stated, but you may need to purchase items up to the $15,000 threshold. Make sure you have an authorized document (requisition) in your hands, signed by “someone” in authority to make the purchase. We can do any necessary transactions at a later date to straighten out any problems with accounts or funding. The main thing to remember is to try your best to have documentation explaining what you purchased and why you made the purchase in the manner that you did.

Getting your monthly statement from Citibank

You can’t certify your transactions until you do your monthly reconciliation of verifying the charges with your monthly statement from Citibank. We receive notification from both Citibank and System Administration when we are allowed to do this process. Someone from Purchasing will notify you when we receive the permission to do the monthly reconciliation. You can’t certify your statement until we get permission from System Administration that it is available to do so.

You need to sign on to the Citibank Web site by going to:

https://home.cards.citidirect.com/CommercialCard/Cards.html?classic=2

For your first time, you need to Click on SELF REGISTRATION FOR CARDHOLDERS

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Then you will Click on FILL THE CARD’S DATA

Then Click CONTINUE

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Fill in your VISA CARD NUMBER

Fill in your ACCOUNT NAME

Fill in ADDRESS – Use SUNY ONEONTA – 108 RAVINE PARKWAY – ONEONTA – UNITED STATES OF AMERICA – NY - 13820

Click on CONTINUE

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When you first sign on, there will be three security questions that you will need to answer. The screen is self-explanatory.

You only need to fill out this information the first time you use the web site. After that, you will need to input just your Username & Password to get into the statement page.

Click LOGIN

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(Once you have completed the initial sign in, you will automatically come to this page from then on. Then you would only have to fill in your USERNAME and PASSWORD and Click LOGIN. The rest of the steps will no longer be necessary.)

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Now it will ask you a “Challenge” Question – one of the three questions you answered in the original setup.

Type in your responses.

Click CONTINUE

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This is the screen where you will find your current statement. Click on STATEMENT. (Gray Button)

Then if you have had more than one card issued to you (due to canceled/reissued cards), make sure to select the current card number.

Then make sure you select the correct statement for the period you will be reconciling and certifying. (This will usually be from the 6th day of the previous month to the 6th day of the current month.)

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CLICK on DOWNLOAD

Click on the PDF and then DOWNLOAD

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Print this statement. (You do not need to print the very last page which is LEGALESE stuff.)

You can then download the information as an EXCEL spreadsheet. You can delete headings you don’t need and also sort the file in alphabetical order. The headings you need are Transaction Date, Post Date, Description, and Billing Amount. You can add headings that are helpful to you. The main thing is having a printout where the transactions are listed in ALPHABETICAL ORDER so that the documentation can be found quickly for each month in the event of an audit.

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Click on the button next to Excel and then Click on DOWNLOAD

You will get some pop-ups that I couldn’t print saying the file will be cached to your computer.

You will then see the following information as an EXCEL spreadsheet.

This process is kind of hard for me to explain, so if you need help, I can come to your office and go over this with you. I’ll do my best to give you directions and screen shots, but I won’t be offended if you need outside help with this process. It’s not difficult once you have the hang of it.

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You can now manipulate the information however you would like. You can DELETE Columns that you don’t need by Clicking on the Column Letter to highlight it (Example above is the “A” Column) then click on the DELETE icon (near the upper right-hand side of the form) and then selecting Delete Sheet Columns from the drop-down box. This will get rid of any information you don’t need. You can Delete the columns: Transaction Type, Account Number, Account Name, Reference Number, Source Currency, Source Amount, and Employee Number.

The columns you should keep are: Transaction Date, Post Date, Description, and Billing Amount.

To make it easier, you should change the Billing Amount Column into American Dollars by Clicking on the Letter Heading (This is the “H” column in my example) and then clicking on the dollar sign ($) that is show at about the center of the top of the page.

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To alphabetize the spreadsheet, Click on the Column Letter (Letter “C” in my example) and then Click on SORT & FILTER which is near the top right hand corner of the form. You will want to sort from A-Z, and when the pop-up box comes up to Expand the selection Click on Sort.

As you can see it looks like a mess. We can fix that. Highlight any ROWS that are not necessary (in the above example it will be Row #2-6). Highlight the ROWS you want deleted, Click on DELETE and then Delete Sheet Rows.

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Do this process for any ROWS that are not necessary.

After you have done that, you can now get a TOTAL for your expenses. Go to the line below your last item. (In the following example it will be Line #8)

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Move your cursor to Click on the symbol that looks like a GREEK “E” (in the top right-hand corner of the form). It should highlight the the column as this is what you want to add.

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Now you can add other information that may prove helpful to you. I put in a column so I can check off when I get the “Invoice” for the transaction, a column so I know when I got my “Teal Form/Receipt Document”, and a Document Number Field because I number all of my Transactions and this helps me to find my paperwork in a hurry. (To make your columns bigger or smaller, move your cursor to the “Letter Line” between the columns and right-click your mouse. This will give you a “t” formation with arrow keys on the right & left. Hold down the right side of the mouse and move it in either direction to make the column bigger or smaller. Release the mouse once you have the size you want.)

I also insert ROWS at the top so I can put in a HEADING. To do this, put your cursor on line #1, Click on INSERT (which is at the top right-hand side of the form), and then Insert Sheet Rows. I put in three lines on my spreadsheet. That way I can put in the Date of the Spreadsheet and what it is. (See attached Sample)

To PRINT your spreadsheet (you may have a different process) I highlight the area I want printed.

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Then I go to the FILE (listed on the top left-hand side of the form)

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Then I Click on PRINT.

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This is where you make your selections as to what you want your spreadsheet to print out looking like. I usually LANDSCAPE the printout, change my MARGINS to Narrow, and for the Page Setup, I select SHEET, GRIDLINES, and then Click on OK.

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Then I just hit the PRINT button. All that matters is that the information is readable and that the vendors are listed in ALPHABETICAL ORDER so that your packets can be filed in alpha order by the month. This makes it much easier to audit, and it should be easier for most of you for filing purposes.

Like I said, it is difficult for me to instruct everyone on this process as our computers may be set up differently, or some of you may know a better way of arranging the information that is more helpful to you. That’s okay as long as the information is available in a usable auditing format.

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Reconciling transactions on-line.

You must use FIREFOX or CHROME to do your reconciliation/certification process.To sign in to FIREFOX:

Go to: https://www2.sysadm.suny.edu/employeeservices/login/login.cfmENTER

This will take you to the SUNY Faculty & Staff sign on screen.

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Click on the blue SIGN ON bar

This takes you to the SUNY Secure Sign On Screen

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Change the Campus to ONEONTA

Click on “Remember me?” (Sometimes the system will remember you and will take you right into the Oneonta WEB site. My system doesn’t remember me so I have to sign into the Oneonta WEB site each time.)

Click “Login”

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This takes you into SUNY Oneonta’s Secure Sign On Screen

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You need to enter your USERNAME: (Usually the first six letters of your LAST NAME, your FIRST INITIAL, and your MIDDLE INITIAL)

You need to enter your PASSWORD: (This is a password you would have set up for the system. I don’t have your password! I think it is usually the same as the one you would use to get into your e-mail. If not, and you don’t know your password, contact DIANA PORTALATIN at X3530 as she is the campus’s SECURITY ADMINISTRATOR for the Procurement Card Program.)

Click “Login”

This takes you to the Employee Services Portal Page

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Click “Finance & Management System”

This takes you to the SUNY Financials Page

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Click Finance

This will give you a drop down menu.

Click on CARDHOLDER STATEMENT

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This takes you into your Statement View Page.

*You can SORT your data by clicking on any of the Headings listed below STATEMENT DETAIL. This will help you to put your charges in alphabetical order according to vendor so it should match up better with the Excel Spreadsheet from Citibank that you created.

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Check the STATEMENT CYCLE to make sure you are reviewing the correct charges for the correct time period.

Click on the “EDIT” button next to the transaction that you want to change.

This will highlight that transaction.

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This will highlight the single transaction.

Click EDIT FUNDING

This will take you to the TRANSACTION DETAILS page where you will make your changes.

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This opens the fields so you can make changes.

YOU MUST ALWAYS CHANGE THE SUB OBJECT CODE TO THE PROPER CODE FOR THE EXPENSE. IT WILL USUALLY DEFAULT TO 530950 – PROCUREMENT CARD PURCHASES

SELECT THE CORRECT SUB OBJECT CODE FOR THE PARTICULAR EXPENSE SHOWN. THIS IS A SIX DIGIT NUMBER. FOR THOSE WHO USED THE LEGACY SYSTEM, YOU JUST PUT A “5” IN THE FRONT AND A “0” ON THE END OF YOUR FOUR-DIGIT LEGACY CODES.

SOME GENERAL CODES YOU MAY USE:

530010 – General Office Supplies 550040 – Conference fees outside of NYS531000 – Classroom Supplies 550060 - Memberships531500 – General Lab Supplies 556370 – Rental of Commencement Attire533010 – Supplies & Materials Maint/Grounds 556620 - Software534100 – Books 572—0 – Equip under $500 each535620 – Supplies & Tools for Maint/Repair 573—0 – Equip over $500 each550030 – Conference fees within NYS *Remember to let Willy Wood know

of Equip Purchases so they can be tagged.

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OBJECT CODE LISTING FOR PROCUREMENT CARD PURCHASES

"53" Codes are used for supplies"55" Codes are for services not provided on campus grounds"572" Codes are for equipment that costs less than $5,000/piece"573" Codes are for equip that costs more than $5,000/piece - Contact Cindy*Property Control must be given documentation for "any" equipment purchases for tagging.

OBJECT CODE DESCRIPTION OF ITEM/SERVICE

  Supplies530010 Office Supplies530610 IT Supplies530690 Printing Supplies531000 Classroom Supplies531250 Parts and Peripherals531260 Computer Accessories531270 Media Storage Devices531500 Academic Lab Supplies531510 Tank Gas - Non-Medical531530 Hazardous Chemicals - Non-Medical531540 Radiation Film Badges - Non-Medical532000 Dental Supplies532100 Lab-Chemicals - Medical532110 Mineral & Textile532200 Lab-Glassware - Medical532300 Lab-Animals - Medical532350 Medical Waste532400 Medical Lab Supplies532430 Hazardous Chemicals - Medical532440 Medical Radiation Film Badges532460 Photographic Supplies - Medical532470 Radioactive Materials - Medical532480 Controlled Substances - Medical532500 Drugs - Prescription & Other533000 Facility/Residential Supplies - Cleaning533010 Supplies& Materials - Buildings & Grounds533150 Supplies & Materials-Asphalt/Road Surfacing533160 Supplies & Materials-Laundry533170 Non-employee clothing and footwear533180 Supplies & Materials-Linens/Towels533190 Supplies & Materials-Food Preparation Supplies533200 Supplies & Materials -Personal Hygiene (CDL)

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533210 Supplies & Materials -Recreational533220 Supplies & Maerials - Road Salt/Sand/De-Ice533230 Security Supplies534000 Food & Beverages *Must include documentation from WORKING MEALS policy in packet!*534100 Books and Periodicals535610 Motor Equipment Supplies535620 Supplies and Tools for Maint/Repair535630 Fuel for Motor Vehicles - Gasoline536000 Farm & Garden537700 Materials for Manufacturing 538650 Employee Expense - Clothing and Footwear

  SERVICES - not performed on College campus550030 Conference/Training Services - In State550040 Conference/Training Services - Out of State550050 Subscriptions Services550060 Memberships

  EQUIPMENT570010 Library Books570100 Library Serials570200 Library Audiovisual Materials570300 Library Electronic Info Resource570400 Library Doc Delivery/Interlibrary570500 Library Hardware570600 Library Software572010 Maintenance & Operation (non-Fixed Asset)572030 Food Service (non-Fixed Asset)572050 Audio Visual (non-Fixed Asset)572070 Physical Education (non-Fixed Asset)572100 Vehicles (non-Fixed Asset)572120 Office Equipment (non-Fixed Asset)572140 Videoconferencing Systems572150 Storage Area Network (SAN) switch572220 Furniture (non-Fixed Asset) - Office572300 Medical Equipment (non-Fixed Asset)572340 Unclassified Personal Communication Devices/Part572350 Public Safety Radios572360 IP Phones572370 Mobile Phones/Cell Phones572380 Telephones/Equipment572400 IT Equipment-Other (non-Fixed Asset)572410 PC's (non-Fixed Asset)572420 Communications Equipment (non-Fixed Asset)572440 Communications Equipment-Lease Pur (non-FA)572470 Computer Servers572480 IT Mainframe Printer

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572490 Mainframe Computers572500 Multifunction Printing Devices572510 Music Instruments (non-Fixed Asset)572530 Lab (non-Fixed Asset)572550 Chemistry (non-Fixed Asset)572570 Physics (non-Fixed Asset)572590 Instrumentation (non-Fixed Asset)572610 General Lab Support (non-Fixed Asset)572630 Arts & Crafts (non-Fixed Asset)572650 Notebook Computers572660 Personal Digital Assistant (PDA)572670 Specialty Printers572680 Thin Client Computers572700 Printing Equipment (non-Fixed Asset)572720 Equipment Acquisition-Assistive Technology572730 Equipment Acquisition-Aviation572740 Equipment Acquisition-Residential Furnishings572750 Equipment Acquisition-Marine572760 Acquisition-Safety Equipment572770 Acquisition-Security Equipment572800 IT Printers (non-Fixed Asset)572900 Heavy Equipment (non-Fixed Asset)

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Clear out the Account Number Field (if necessary) and input the correct account number. The system will automatically default to the code you originally requested. If that is the account you want charged, you don’t need to change it.

Clear out the Sub Object Code Field (if necessary) and input the correct sub-object code. The new WEB system may put in a different code other than the default code of “530950”. If the code shown is correct, you won’t need to change it. (This will hopefully be a new and improved function from the Legacy System.)

Clear out the Amount Field (if necessary) and input the amount you want charged to that account. You only need to change the amount if you are using more than the one account number to pay for this transaction. Otherwise, this field will automatically populate with the total amount charged by Citibank.

Once you have made your changes:

If this is for the full amount of the payment, click on SAVE & RETURN.

If this charge has multiple accounts, click on SAVE/ADD NEXT ACCOUNT.

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Add the next ACCOUNT NUMBER, SUB OBJECT CODE, and AMOUNT (if necessary).

Repeat the process as needed.

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This sample is for a second line of funding for one charge.

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If you are finished making changes, click SAVE.

If you made an error in funding or want to change the account information, click on the SELECT button next to the account you want to change and repeat the process.

Click SAVE when you are finished.

This takes you back to the STATEMENT VIEW page where you can make further changes.

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Once you have changed each transaction to the correct account, sub-object code, and amount you are done with the reconciliation process.

YOU CAN’T CERTIFY YOUR MONTHLY STATEMENT UNTIL YOU GET AN E-MAIL FROM PROCUREMENT AND TRAVEL (Usually Cindy) TELLING YOU THAT IT IS OKAY TO DO SO. WE NEED PERMISSION FROM OUT SYSTEM ADMINISTRATOR REPRESENTATIVE BEFORE WE CAN CERTIFY.

Note: The CERTIFY button will be grayed out until we are allowed to certify the statement.

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Once we can certify:

Make sure you select the correct STATEMENT CYCLE to CERTIFY

Make sure you have changed all of the account information for each of your charges.

Click the CERTIFY button and that will take you to the page that shows the statement is about to be certified by the cardholder.

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Click CERTIFY

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Click CERT PRINT

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You will print this page, complete it, and put it on the top of the monthly packet.

This form must be completed by both the procurement cardholder, and the account manager as soon as possible and included with the monthly Citibank packet.

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Record Keeping

To standardize the process for the Procurement and Travel staff to audit your monthly procurement card packets, please submit your documentation in the following order starting IMMEDIATELY!

1. Certification Statement – Completed as follows:A. Signed by the cardholderB. Dated by the cardholderC. Signed by the cardholder’s supervisorD. Dated by the supervisorE. Comments: Anything that justifies or explains why something is different in the enclosed packet.

2. Citibank Statement – printed from the system. (We don’t need the final page printed which has all of the legal information listed.)

3. Excel Spreadsheet of the Citibank charges listed in alphabetical order according to the name of the vendor. (This is not necessary if you have less than ten charges on the monthly statement.)

4. Transaction packets arranged in the same alphabetical order as the Excel spreadsheet.

5. Each transaction needs the following documentation and arranged in the following order:

A. Requisition: Completed with the vendor, SUNY account, sub-account, object code, amount of total order, description of items being purchased or statement saying as per the attached quote and giving the quote number. Make sure the AUTHORIZED SIGNATURE is also filled out.a. If this is a final/full payment for the requisition, we need the original requisitionb. If this is a partial payment for the requisition, make a copy of the requisition to put with this packet and

keep the original for the final payment. (See “TO PROTECT YOURSELF FROM ANY AUDIT CRITICISM, DO THE FOLLOWING – ITEM #1 – FILL OUT THE REQUISITION for further details.)

B. Quotes: Any order over $2,500 has to have hard copy quotes to justify the prices are competitive. If the order is below $2,500 and you reference a quote on the requisition then you need to attach the quote for verification.

C. Invoice: We consider an invoice to be the document that tells who we are paying (the Vendor), gives a detailed description of the item(s) being purchased, along with the quantity and price. The amount on the invoice must match the amount that is being charged by Citibank. (An exception to this rule is if the vendor has sales tax listed on the invoice, but doesn’t charge it through Citibank, or the vendor charges the total amount but then issues a credit for the tax. Vendors don’t always send a credit memo when they reverse the charges for tax.) *If you do not use a separate form for certifying the receipt of goods/services, you need to write on the INVOICE itself that the “Items were received”, we need to have it SIGNED by the person certifying that the items are on campus, and we need the DATE the items were received. This has to be a SIGNATURE not just initials!

D. Packing lists: If you have the packing lists, you can attach them. You can use a packing slip as an invoice “ONLY” if it contains the vendor, a detailed description of the items, quantities, and prices with a total price that MATCHES the charge from Citibank.

E. Receipt of Items Certification: Make sure this form is SIGNED by the person who is certifying that the items were received on campus and include the date they were received. Most departments are using a “colored” form for this purpose so you can see at a glance that your receipt document is in the packet. If you chose not to use a separate form, then there MUST be a SIGNATURE and DATE on the actual INVOICE stating that the items have been received.

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By everyone submitting their paperwork in the above sequence, it will make our process standardized throughout the campus. It also speeds up the audit process by both the Procurement and Travel staff, and the outside auditors that come to the campus. With that in mind, please don’t include any extra paperwork in the packets. It just makes the files more bulky. If it doesn’t explain who, what, and how much we are paying, we probably don’t need it.

Receipt of items certification sample form:

THIS FORM is only necessaryif you won’t be signing off on the original invoices

that the items/services have been received.

YOUR NAME’s VISA Card/Receipt Form

STATEMENT MONTH: _______________________

VENDOR’S NAME: ___________________________

TRANSACTION #_____________________________

_____ I certify that all of my items/services listed on the attached requisition were received by my department and this order is considered complete.

_____ I certify that some of the items/services listed on the attached requisition were received by my department and this order is now considered complete.

Reason for partial receipt: ___________________________________________

_________________________________________________________________

_________________________________________________________________

___________________________________________________ ____________Signature of staff member certifying receipt of items/services Date Received

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VISA LOGBOOK Sample

DATE DOC # VENDOR DESCRIPTION

AMOUNT MTH

REC'D

You may want to set up a spreadsheet/logbook to help you track your VISA transactions.Some information that you may find helpful is:

DATE: Date you placed the order.DOC #: We number our transactions. We use a 6 digit number that ends with “V”. I use the numbers 500000 and Jeanne uses the numbers 200000J.VENDOR: Vendor’s NameDESCRIPTION: Brief description of items/servicesAMOUNT: Amount of the order.MTH: Month the transaction was charged on your statement. I use the three letter abbreviation for the month to save time.REC’D: A place to check off that the items/services have been fully received.

You may want to include categories for CENTRAL RECEIVING and PROPERTY CONTROL MANAGER where you could check off that you notified these departments of the transaction.

Whatever works best for you to help you to keep track of your transactions is what you should do. If you find you need to “tweak” the forms to make them work for you, then please do so. Just be sure to include the necessary information so that we have it for our records in the event of an audit.

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Updated on 02/01/17

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