Procurement Card Program Manual

I. PROGRAM OVERVIEW

The purpose of the JP Morgan VISA Procurement Card is to establish a more efficient, cost-effective method for purchasing and making payment for small-dollar purchases. The Procurement Card enables cardholders to make authorized purchases directly from a supplier without processing the traditional paperwork (i.e. requisitions). With proper approvals, cardholders are able to make purchases up to $2,500 per transaction with the Procurement Card.

The cardholder will receive a detailed electronic monthly statement for all transactions. New York State will be liable for payment of all authorized charges made using the Procurement Card.

Travel-related expenses such as, but not limited to: meals, lodging, airfare, fuel and car rentals are not permissible using the Procurement Card. Such transactions must follow travel guidelines as specified by SUNY Brockport.

II. ELIGIBLE RECIPIENTS

Department managers will identify state employees in their respective departments who they believe should be entrusted with a Procurement Card. It is important to ensure that each person assigned a Procurement Card is familiar with state procurement policies and procedures and is responsible for making such purchases on behalf of the department. Cards are issued to individuals and not to departments.

III. APPLICATION PROCESS

To obtain a Procurement Card, introductory training by the intended cardholder and respective department manager is required. Upon completion, an Authorization Form (PC01) must be completed, approved by the department manager and submitted to the Program Administrator for review and processing. Applications must include legal name of individual, on-campus address, phone, fax, email, approved transaction limit and a State/IFR default account number from which all Procurement Card purchases will, at least initially, be paid.

IV. PURCHASING PROCEDURES

A. Dollar Limits

An individual transaction cannot exceed $2,500 and cardholders must spend within annual departmental budget allocations. If freight charges cause a transaction to exceed the $2,500 limit, and the vendor will only accept a Procurement Card for payment, freight can be incurred up to 10 percent over the single per transaction limit; however, the Program Administrator will need to verbally release the order with JP Morgan and the vendor will be required to manually process the payment with JP Morgan. Orders cannot be split to facilitate use of the Procurement Card. Department managers may also impose additional monetary limits on the card, where applicable and appropriate to do so.

B. Vendors

The Procurement Card is intended for use with those vendors who accept VISA and can comply with NYS sales tax exemption. Vendors who cannot provide tax exemption cannot be used. A State of NY Tax Exemption Certificate, AC946, must be properly completed, signed by the cardholder and submitted to vendors requiring tax exempt documentation. The NYS Tax Exempt number to reference is 14740026K.

C. Cardholder Responsibility

Cardholders are responsible for placing all orders, receiving all products and maintaining accurate and organized records for every Procurement Card transaction—charge or credit. All documents must be organized, up-to-date and appropriately filed with their respective billing statements. Procurement Card documents are subject to audit, internally and externally, at any time, and must be kept for a total of seven years (six years, plus the current fiscal year).

Proper documentation for all transactions is required to ensure consistency and includes, but is not limited to: order forms, packing slips, itemized receipts, invoices, credit pending forms, event information, including, but not limited to: fliers or invitations, guest lists/attendance sheets, agenda and a brief explanation of the purpose of the event and how it supports the mission of the department and/or College.

Procurement Card Program forms may be obtained from our Forms page.

1. Required Purchasing Practices
  • Funds must be available at the time of purchase in the State/IFR budget used for payment. Be aware that Procurement Card expenses are not visible in the State/IFR default budget until the transaction has been processed for payment by the vendor.
  • Use of this card is strictly limited to the purchase of goods and services for official state use only. Purchases intended for payment using non-state funding sources or for goods and services of personal use, are not permitted. Improper use may subject the employee to suspension of privileges or appropriate disciplinary action.
  • Whenever possible, utilize NYS (OGS) Contracts, Preferred Sources and Minority/Women-Owned Businesses (M/WBE). NYS contract information is available at www.nyspro.ogs.ny.gov/ or by contacting Procurement and Payment Services at ext. 2351.
  • Always stay within the established limits of the Procurement Card account. Do not “split order” to accommodate use of the Procurement Card. Traditional purchasing procedures, such as the purchase requisition process, must still be followed.
  • All purchases valued at $250 or less, that fall within program guidelines, and the vendor accepts VISA, require the use of the Procurement Card for payment.
  • Pre-payment is not permitted for goods or services, including any/all deposits. Please do not proceed with any transaction that requires payment prior to shipping of product or completion of services.
  • Be able to substantiate/justify reasonableness of price for items and/or services purchased
  • Keep the Procurement Card and account information in a secure place. Sharing of account information or use of the card by another individual, including members of the department, is not permitted and may subject the cardholder and/or department to permanent revocation of the Procurement Card account.
2. Placing Procurement Card Orders

All Procurement Card orders must be placed directly with the vendor by the cardholder. Employees that have not been issued a Procurement Card are not authorized to place orders and request payment by a cardholder. Non-cardholders are not permitted to obligate State funds over $250 (per NYS Finance Law) and have not been trained in Procurement Card requirements.

Cardholders may place orders via telephone, fax (without account information), online, or retail point-of purchase. Be prepared to provide the following information to the vendor:

  • Cardholder name and account number (if by fax, please call the vendor to provide account number)
  • Account expiration date and Card Verification Value (CVV), if requested
  • Ship to address, including “VISA” and cardholder’s name and room number, should appear on the outside of the package.
    • If shipment is to come through Central Receiving, please use 382 Holley Street as the delivery address.
    • If delivery is to arrive through U.S. Postal Service, please use the 350 New Campus Drive delivery address.
  • Preferred method of shipment is UPS.
  • Completed NYS Tax Exempt Form (AC946) for tax exempt account #14740026K
    • If a transaction cannot be tax exempt, it cannot be placed. Be sure to check all receipts and confirm all transactions before completing any order.
    • Any sales tax charges processed in error require a credit from the vendor
    • Transactions made in-person and outside of NYS are subject to that state’s sales tax
  • All orders require the use of an order form. If an order form is not provided by the vendor, please use the Order Form (PC02) provided.
  • Cardholders should be prepared to document the following information from the vendor:
    • Name of person providing the quote.
    • Delivered pricing for each item which includes any/all shipping, handling, set-up and/or any miscellaneous charges.
    • If the vendor is unable to provide an exact shipping charges, minimally obtain an estimate.
    • Anticipated delivery date that product will arrive or service will be completed.
  • Cardholders should be cautious when purchasing online for the following reasons:
    • Many online sources are not reliable or responsible and may not be conducive for tax exempt transactions.
    • Better pricing may be obtained when requesting a written quote from the vendor, rather than accepting the online pricing.
    • Cardholders should only purchase online when other purchasing options/sources have been exhausted. Contact the Program Administrator or Procurement and Payment Services for assistance with finding reliable and responsible vendors.
    • Online orders that are placed should be printed before being submitted. Do not rely on confirmations after the orders have been placed.

The following is required for all transactions regardless of how they are purchased:

  • Itemized, comprehensive retail receipts and/or packing slips; (a credit card slip is not sufficient documentation)
  • All packages must be delivered, initially, to the cardholder directly to ensure product received is correct, proper documentation is secured and issues are resolved in a timely fashion.
  • Receipt of merchandise should either be documented with original receipts attached to the back of the Order Form (PC02) or on the bottom of the Order Form when a packing list/receipt is not provided
  • Brief description of what was purchased and how/where it is to be used.
  • Detailed invoice from vendor, when provided

D. Examples of Authorized Purchases

(Not all-inclusive and subject to change)

  • Purchases up to $2,500 maximum limit (or other limit as assigned)
  • NYS (OGS) Contract purchases
  • Preferred Source purchases
  • Repairs of equipment not currently covered by maintenance agreement
  • Books/Supplies for library, academic areas or offices
  • Lab supplies
  • Equipment up to $2,500* (see “Restricted Items”)
  • Computer accessories
  • Advertising
  • Conference/seminar registrations
  • Subscriptions
  • Memberships

* “Property of…” stickers required and added to department inventory list

E. Examples of Restricted Items

(Not all-inclusive and subject to change)

  • Orders exceeding $2,500
  • Purchases being paid from an account outside the cardholder’s departmental accounts.
  • Split Ordering (items purchased separately that when purchased together would exceed $2,500 transaction limit)
  • Purchases with a possible future use and not a current need
  • All computer equipment, including PC, Mac, laptop, tablets, etc.
  • Pre-payment or deposits for goods/services
  • Services that are available through campus resources
  • Breakroom/kitchen supplies, paper products or appliances
  • Bottled water
  • Water or coffee services
  • First Aid Supplies
  • Holiday and/or party supplies/decorations/food
  • Greeting cards
  • Goods/services for personal use
  • Alcoholic beverages
  • Purchases through online auction sources, such as, but not limited to: Ebay
  • Medical services
  • Gift cards or any other cash equivalent
  • Gifts or giveaways
  • Cash advances
  • Cash back (rebates) on purchases or cash refunds on returns
  • Creation of Paypal accounts
  • Controlled substances (e.g. narcotics and prescription drugs)
  • Live animals
  • Specialty gases/cylinder rentals
  • Radioactive materials
  • Any agreement/contract requiring signature of representative of the College, including, but not limited to: all software, rentals, leases, services, formal contracts, etc.
  • Insurance
  • Travel (i.e., airline, car rental, fuel, lodging, restaurant/meals, etc.) & entertainment expenses
  • Candidate and non-employee travel expenses

F. Fiscal Year End Precautions

Before placing any order, cardholders must ensure funds are available in the State/IFR default account or other State/IFR account within the department intended for final payment. Be aware that transactions will not show in a department budget until the vendor has shipped the product or completed the service and the charges have been posted by JP Morgan.

Cardholders are asked to use the Procurement Card cautiously as the end of a fiscal year, June 30, approaches to avoid overspending of State/IFR accounts.

Additionally, should a new State budget not be passed prior to July 1, funding for Procurement Card transactions will be suspended or restricted to emergency purchases only until a State budget has been passed. The Program Administrator will advise the cardholders should this situation occur.

G. Maintaining Procurement Card Records

Cardholders are required to keep complete procurement records for every transaction made against the VISA account, charge or credit, from beginning to end, for a total of seven (7) fiscal years. This minimally includes order forms, packing slips, invoices (if provided), credit pending forms and event information (if applicable), including but not limited to: fliers or invitations, guest lists/attendance sheets, agenda and a brief explanation of the purpose of the event and how it supports the mission of the department and/or College.

It is important that cardholders maintain all Procurement Card records in an accurate, organized and up-to date fashion since audits by the Program Administrator, SUNY or the Office of the State Comptroller (OSC) do not require any advance notice.

Cardholders must maintain all open orders and respective documents in a separate “pending” folder to be matched to the corresponding JP Morgan statements at the end of each billing cycle. Documentation for transactions not appearing on the statement are to remain in the pending folder to be matched to a future statement.

NOTE: Documentation for product received and services completed that do not appear on a JP Morgan statement for two or more billing cycles will require follow up by the cardholder with the vendor to ensure payments are made in a timely fashion. This is especially important at the end of a fiscal year when funding will lapse and will no longer be available for outstanding charges after July 1 of each year (i.e., the Procurement Card cannot be used after July 1 each year for payment of transactions made in the previous fiscal year, Non-state funds will be required for payment).

Following a monthly reconciliation/certification process, cardholders are required to have the appropriate supervisor review the statement, all backup documentation and sign the printed certification statement before a cardholder files the documentation into a closed, fiscal year folder where it will remain until the completion of the seven (7) year audit period or the cardholder changes departments or separates from the College. (Section VI-E)

The following procedures are necessary to ensure proper Procurement Card account management:

  • Itemized receipts/packing lists are attached to the back of the respective completed Order Form (PC02).
  • All pricing is “as quoted”. Discrepancies are reported to the vendor immediately and a credit process is started, when necessary. A Credit Pending Form (PC03) is completed and filed as “pending” for receipt of future credit.
  • If multiple receipts are issued for one transaction, all associated receipts should be stapled together and filed with the respective Order Form and statement. The cumulative total contained on all receipts or invoices should not exceed the original quote.
  • For backorder situations where the order may extend over multiple billing cycles, make a copy of the original Order Form and highlight the item(s) that has not yet been received. Keep the highlighted copy in the pending folder until the item(s) is received. Use the original as backup for the current statement. Continue this until all items are received and the order is complete.
  • Sales tax charges are identified and vendor is contacted to begin a credit process. A Credit Pending Form is completed and filed as “pending” until receipt of future credit.
  • Follow up with the vendor by the cardholder is required for those credits that are not processed to the account in a timely fashion. Attach the respective Credit Pending Form to the statement once the credit appears on a JP Morgan statement.
  • If a charge appears on a JP Morgan statement for an item ordered but not received, the vendor must be contacted to determine the status of the order. Vendors are not permitted to submit charges to JP Morgan until goods have shipped or services have been completed. Pre-payment and/or deposits for goods or services are not permitted.

H. Monthly Statements & Reconciliation/Certification Processes

The billing cycle for JP Morgan VISA begins on the 7th of a month and continues through the 6th of the following month (e.g., January 7th through February 6th is the SUNY January billing cycle and will appear on the JP Morgan February statement). Cardholders should only accept charges for goods and/or services that the supplier has delivered, are in transit or completed. Pre-payment and deposits are not permitted.

Cardholders that had transactions, including credits, post during a monthly billing cycle, will receive an email from JP Morgan at the close of the billing cycle, indicating an electronic JP Morgan statement is available online.

The cardholder must print the monthly statement from the JP Morgan website and review it for accuracy. Documentation that has been filed in the pending folder during the billing cycle is matched to the current statement. Any discrepancies/issues must be reported immediately by the cardholder directly with the vendor. (Section V-B)

To print the respective monthly JP Morgan statement, cardholders must go to the JP Morgan Commercial Cards website: www.paymentnet.jpmorgan.com to download a pdf version of the statement by following the steps below:

  • Type Username and Password (case sensitive); click “Login”
    • If a cardholder forgets either, click “Forgot …” and the information will be emailed directly to the cardholder from JP Morgan.
    • If the information cannot be obtained electronically, cardholders must call JP Morgan directly for assistance using the 800 number located on the back of the JP Morgan VISA card or refer to Section XI, page 14
  • Type the answer to one of three challenge questions established when JP Morgan access was created
    (case sensitive); click “Continue”
  • Click “Statement” across top of the page …. (if a dialogue box appears, click “OK” to continue)
  • The statement will default to the most recent statement date. To view previous statements, click the
    drop down box next to “Statement Date”. (NOTE: Statement dates are the very last day of a SUNY
    billing cycle. For example, if you wish to review transactions made during a September billing cycle,
    the Statement Date will be October 6).
  • The most recent transactions will show on the screen in a spreadsheet format. Cardholders are
    required to print the actual statement from JP Morgan. To do this, click “Print”
  • At dialogue box, click “OK”
  • Click “OPEN” when box appears at bottom of the screen
  • The JP Morgan PDF statement will appear; print the statement
  • Click “X” at the top of the PDF to exit and return to the JP Morgan site
  • If the dialogue box remains open, click “Cancel”
  • Click “Logout” at the top right corner to exit JP Morgan

NOTE: JP Morgan will only email cardholders with regard to a monthly statement. Any/all other emails from “JP Morgan” should be considered phishing emails and should be ignored and deleted.

Access to JP Morgan to view an account is available at any time. To view transactions that have not yet billed to a statement, simply click “Unbilled Transactions” and a list of transactions posted to date, during a current billing cycle, will appear.

Shortly following the completion of a billing cycle, all cardholders will also be notified via email by the Program Administrator of the time period for reconciling and certifying of all transactions. Cardholders that had transactions during the recently closed billing cycle, will be required to reconcile and certify the transactions in the SUNY System within five (5) business days. Campus rebates are dependent on meeting certain deadlines. Failure by a cardholder to comply with the reconciliation/certification deadline may result in suspension of Procurement Card privileges or permanent revocation of account.

Follow these steps for the monthly SUNY reconciliation/certification process:

  1. Using Firefox or Google Chrome, go to www.suny.edu
  2. Click “SUNY Portal” at the bottom of the screen
  3. Select Campus: Brockport (you may click “Remember Me” to only remember the campus)
  4. Click “Login”
  5. At SUNY Secure Sign On, type your Net ID and Password; click “Submit”
  6. At the SUNY Employee Services Portal, click on Finance & Management Systems located under the Business Systems Applications tab.
  7. The “Cardholder Statement” page is the default and will immediately list transactions from the last billing cycle that had them. To view a previous billing cycle, click the “Statement Cycle” drop down and you can select the appropriate Statement Cycle to view. Transactions for the selected Statement Cycle will then appear under Statement Detail.
    • A Statement Cycle noted as “Certified” can only be viewed.
    • A Statement Cycle can only be certified in chronological order (i.e., if a statement is “Not Certified” in a cycle prior to the current one ready to certify, the prior statement must be certified before the most recent one can be certified).
  8. All transactions posted to the Procurement Card account will be itemized showing the default State/IFR account noted as the “Account Number”.
  9. Confirm the transactions that you are certifying match those from the printed JP Morgan statement (Section IV-H above) and the transaction amounts are correct. Any discrepancies must be addressed directly with the vendor. (Section V-B)
  10. To change or split the cost of a transaction with an account(s) in addition to, or other than, the default account, click the “Edit” button to the right of the respective transaction.
    • If there are no necessary account number changes, proceed to step #15 to certify.
  11. At “Transaction Details”, the “Funding Information” will be at the bottom. Click “Edit Funding” to access the funding information and make account number changes.
  12. At “Funding Line”, if the entire cost of the transaction is to be paid from an account other than your default follow these steps:
    • Type the new “Account Number” to be used for payment (Note: only accounts within your respective department will be available for use).
    • Click “Save & Return”
    • Follow these steps until all transactions on the statement have been changed, as necessary, to the proper accounts
    • Go to step #14 to confirm the changes and certify the statement
  13. At “Funding Line”, if the entire cost of the transaction is to be paid from an account other than
    your default follow these steps:
    1. If using the State/IFR default account as one of the accounts, move to step C.
    2. If not using the State/IFR default account, type the new “Account Number” to be used for payment (Note: only accounts within your respective department will be available for use).
    3. At the “Amount” field, type the amount to be paid from the first account; (do not use “$”)
    4. Click “Save/Add Next Account”
    5. The next screen will appear showing the remaining balance in the “Amount” field. Enter a valid “Account Number” and the proper amount to be paid, (do not use “$”), if different from the amount showing.
    6. Follow these steps until the full cost of the transaction has been applied to the proper State/IFR account number.
    7. Click “Save & Return” after the final account number change has been entered.
    8. Follow these steps until all transactions on the statement have been changed to the proper accounts; click “Save”.
    9. Go to step #14 to confirm the changes and certify the statement.
  14. At “Statement Detail”, any account number changes made will be visible under “Account Number”.
    • If any of the funding is out of balance, the “Edit” button will be red and will not allow certification until it is corrected. Go back to step #12 and follow the steps again to correct any errors.
    • Click the red “Edit”.
    • If error is on an account(s) already listed in the “Funding Information”, select the account(s) to correct the error(s); click “Save/Add Next Account” (if a new account is needed and a balance still remains) or click “Save & Return” (if all corrections are complete).
    • If error is not from an account(s) already listed in the “Funding Information”, select any account listed; click “Save/Add Next Account” to obtain a new screen. Type the new account; type the “Amount” (if different from the balance listed); “Save/Add Next Account” (if a balance still remains) or click “Save & Return” (if all corrections are complete).
    • Click “Save” when all corrections are completed.
    • Repeat these steps until all red “Edit” buttons are corrected; continue with step #15.
  15. If all account numbers are correct, click “Certify” at the bottom and a Certification Screen will appear.
  16. Add comments to the Certification Screen, if necessary.
  17. Click “Certify”
  18. At “Statement Detail”, there is the option to “Uncertify” to reopen access to the statement for any changes that may have been missed or click “Cert Print” to print the Certification Statement
  19. The Certification Statement will appear in a separate window. Click “Print” on the Certification Statement which will require the cardholder and the appropriate supervisor signatures. The Certification Statement must be kept with the respective JP Morgan statement along with all back up documentation for audit purposes.
  20. Retain in a closed, fiscal year folder for the required audit period of seven years. (Section IV- G)
  21. To exit the SUNY Employee Services Portal, click “Sign Off” located in the top right corner of the page.

V. RETURNS & CREDITS

A. Processing Returns

All packages must be delivered directly to the cardholder. Open any/all packages as soon as they arrive to ensure the product is correct and in good condition. If a return for an item(s) becomes necessary, be aware that vendors do not always allow a lengthy period of time in which to report issues/claims.

If an item arrives damaged or is not the correct item and needs to be returned for credit, the cardholder should follow the procedures below for returning the item for full credit. A replacement may or may not be requested.

  • Call the vendor to alert them of the damage/error immediately.
  • Be prepared to minimally provide the following information to the vendor:
    • Order number, typically located on the packing slip or confirmation
    • Cardholder name and account number
  • When product is returned due to damage from shipping or manufacturer defect, or due to vendor error, the cardholder is not responsible for paying return shipping charges. The vendor must issue a prepaid return label, “call tag” or pick up the item(s) at the vendor’s expense.
  • A vendor will give specific instructions for returning the item that may include a written authorization or return authorization number (RA or RMA number) to be referenced on the return package as well as, packaging instructions, etc. Please follow these instructions exactly.
  • Once the item(s) has been received by the vendor, a full credit for that item, including its original shipping cost, must be issued to the original Procurement Card account. Cash refunds are not allowed!
  • If a replacement item is requested by the cardholder, a new charge with all new shipping costs (if applicable) should be submitted through JP Morgan by the vendor.
  • The cardholder must keep a Credit Pending Form (PC03) in the pending folder to use as back up documentation when the credit appears on a future statement.
  • Make a copy of the original Order Form (PC02) to keep in the pending folder if a replacement was requested.

A cardholder may opt to return an item that was ordered incorrectly, not what was expected or is no longer needed. In these situations, the above process applies with the exception of return shipping charges. The cardholder may be responsible for return shipping charges; will, most likely, not be refunded the original shipping charges and may be subject to a restocking fee (a percentage of the original cost for the handling of the item back into inventory by the vendor). A restocking fee may vary from minimal (1-2%) to more costly (25- 30%). The cardholder must compare the costs associated with the return with the original cost of the item(s). It may be advantageous to the department, as well as the College, to find another use within the department or College community.

A Credit Pending Form is required should the cardholder decide to return the item(s) and must be kept in the pending folder to use as back up documentation when the credit appears on a future statement.

B. Obtaining Credits & Resolving Disputes

Cardholders must attempt to resolve all discrepancies directly with the vendor within a reasonable timeframe (minimally, allow one full billing cycle for resolution). Cardholders must document communications with a vendor by utilizing a Credit Pending Form (PC03). Documentation should include, but is not limited to: contact name, dates or timeline of communications and expected outcome based on communications.

If a resolution cannot be established, the cardholder should contact the Program Administrator for assistance by sending the documented communications and explanation of the problem. The Program Administrator will recommend or initiate appropriate actions necessary to resolve the matter. Should the Program Administrator also be unsuccessful, a formal dispute may be processed with JP Morgan VISA.

Under no circumstances may cash or any cash equivalent (e.g., gift card) be accepted by the cardholder to resolve a credit situation.

VI. RESPONSIBILTIES & LIABILITIES

A. Cardholder Responsibility

Cardholders are expected to keep Procurement Card account information in a secure location at all times in an effort to protect the account from fraudulent activity. Sharing of account numbers with anyone, except a vendor at the time of an order, is strictly prohibited.

Additionally, vendors are not permitted to maintain account numbers on file nor may they require that cardholders complete written documents that contain Procurement Card account numbers and signatures that are submitted and kept with vendor records. These practices jeopardize the integrity of Procurement Card accounts and must be reported to the Program Administrator immediately.

Should a Procurement Card ever become lost or stolen or suspected fraudulent activity be detected on the Procurement Card account, the cardholder must contact JP Morgan and the Program Administrator immediately. The cardholder should be prepared to give the account name, account number, the last four digits of the cardholder’s social security number and a brief explanation surrounding the loss or suspected fraudulent activity.

Occasionally, fraudulent activity will be detected by JP Morgan and will result in the account being blocked for any/all attempts to process payments. Additionally, the cardholder may be notified via telephone of the suspicious activity. If contacted by phone, the cardholder is advised to return the call using the 800 number on the back of the Procurement Card or located in Section XI, page 16, to ensure the cardholder is, indeed, speaking with JP Morgan personnel.

Any fraudulent activity occurring on the card and confirmed by the cardholder, will be credited, in full, by JP Morgan. The cardholder is responsible for returning any/all required documentation to JP Morgan and ensuring all credits due from JP Morgan are received on the account in a reasonable time period (minimally, one full billing cycle). A Credit Pending Form is required as documentation.

Failure to report a lost or stolen card or fraudulent activity immediately upon its discovery may result in the cardholder becoming personally liable for any fraudulent use of the card.

Be sure to contact the Program Administrator immediately when an account has been disabled for any reason.

B. JP Morgan VISA Responsibility

JP Morgan will take immediate action to cancel any account reported lost or stolen or following any confirmed fraudulent activity. Upon request for a new Procurement Card by the cardholder, a new account will be established and a new Procurement Card sent directly to the Program Administrator for distribution to the cardholder.

Documentation required by JP Morgan to confirm fraudulent activity will be sent directly to the cardholder. Once completed and returned by the cardholder, any/all credits for fraudulent activity will be posted to the new Procurement Card account in a reasonable time frame (up to one full billing cycle).

C. Program Administrator Responsibility

Upon receipt of the new Procurement Card, the Program Administrator will create a new Acknowledgement Form and contact the cardholder to arrange pick up of the new card. Upon receipt of the new Procurement Card, the cardholder will be required to sign the new Acknowledgement Form and activate the new account.

The Program Administrator will assist the cardholder with transitioning from the old account to the new and any subsequent issues that may arise.

D. New York State Responsibility

New York State (NYS) accepts all liability for all appropriate transactions made with the Procurement Card by an authorized cardholder. NYS will not be liable for the following: inappropriate use of the card by a vendor and/or an employee, transactions in excess of the single per-transaction limit, and transactions for restricted items or those made outside the authority granted to a cardholder by the College.

New York State will hold cardholders responsible for any necessary reimbursements due to state accounts for any/all charges incurred as a result of misuse or fraudulent activity by the cardholder. Additionally, improper use of the card by the cardholder may lead to suspension of Procurement Care privileges or permanent revocation of the Procurement Card account as outlined in Section VII.

New York State will not be liable for any charges incurred by non-employees. Therefore, it is important to immediately report any lost or stolen Procurement Cards or suspected fraudulent activity to JP Morgan and the Program Administrator. Failure to comply with this notification process may result in the cardholder becoming personally liable for any/all fraudulent use of the card.

E. Employee Separation

When a cardholder plans to separate from the College, for any reason, the cardholder must immediately discontinue use of the Procurement Card account and contact the Program Administrator.

The Program Administrator will collect the JP Morgan Procurement Card and all original Procurement Card records from the cardholder and/or appropriate supervisor and will maintain them for the remainder of the seven-year audit period in the Procurement and Payment Services office. The Program Administrator will disable the Procurement Card account and identify outstanding transactions, if any, with the cardholder or supervisor.

NYS will continue to be liable for any appropriate charges incurred by the cardholder until JP Morgan is directed to cancel the Procurement Card; therefore, communication with the Program Administrator well in advance of separating from the College, or as soon as possible, is extremely important.

Procurement Cards are considered state property; therefore, it is unlawful for an individual to continue use of a Procurement Card account or maintain possession of a Procurement Card account and all documents after separating from the College.

F. Extended Leaves/ Sabbaticals

If a cardholder will be away from the campus for an extended period of time, including, but not limited to: medical leaves, sabbaticals, etc., the cardholder must contact the Program Administrator to determine a stop use date for the Procurement Card account that will allow time for a final reconciliation prior to the start of the leave.

The Procurement Card account will be reduced to a $1 transaction limit to avoid potential fraud on the account while the cardholder is away. The full transaction limit will be reinstated upon the cardholder’s return to work.

Failure to provide sufficient notice to the Program Administrator may result in revocation of the Procurement Card account.

G. Temporary Restricted Use of Procurement Card

For those cardholders that have a less than 12-month appointment, use of the Procurement Card will be temporarily restricted while the cardholder is away from the College and unable to complete monthly reconciliations/certifications as required.

The Program Administrator will communicate with all cardholders near the end of each spring semester to advise a stop use date for cardholders that will be away during the summer months. Failure to comply with the stop use date may result in suspension of Procurement Card privileges or revocation of the Procurement Card account.

VII. SUSPENSION & REVOCATION OF ACCOUNT PRIVILEGES

A. Misuse or Abuse of the Card

The term “misuse or abuse” means the use of the Procurement Card outside the employee’s authorized limits (e.g., charges in excess of transaction limit; purchases of items/services other than those permitted, etc.). The Program Administrator recommends and oversees any/all necessary suspensions of a Procurement Card account, according to campus policy and severity of the violation, as follows:

1st Offense: Both the cardholder and the cardholder’s supervisor will be notified of the infraction. The cardholder will be reminded to use the card for official state use only, and within the parameters established by NYS, SUNY Brockport and JP Morgan. The cardholder will also be advised that all Procurement Card privileges will be suspended if further violations occur. The cardholder must immediately reimburse the state for any/all unauthorized purchases using a non-state funding source, which may include personal funds.

2nd Offense: All Procurement Card privileges will be suspended, minimally, for a period of three (3) months. The cardholder’s supervisor and/or the appropriate dean or vice president will be notified of this violation and subsequent suspension of privileges. At the end of the three-month period, the cardholder’s supervisor may elect to reinstate the cardholder’s privileges, with the approval of the Program Administrator. The cardholder must immediately reimburse the state for any/all unauthorized purchases using a non-state funding source, which may include personal funds.

3rd Offense: Use of the Procurement Card will be suspended permanently. The cardholder must immediately reimburse the state for any/all unauthorized purchases using a non-state funding source, which may include personal funds.

NOTE: Departments may implement further departmental disciplinary action, in coordination with Human Resources.

B. Fraudulent Use of the Card

The term “fraudulent use” means the use of the Procurement Card with a deliberately planned purpose and intent to deceive and thereby gain a wrongful advantage for oneself or anyone else other than New York State and the College. The following actions will be taken for any confirmed fraudulent use of a Procurement Card account by a cardholder:

  • Immediate suspension of Procurement Card privileges;
  • Removal of cardholder’s purchasing authority;
  • Mandated employee reimbursement to the state with personal funds; and
  • Formal disciplinary action which may result in termination of employment pursuant to applicable contract provisions or, for Managerial/Confidential designated employees, in accordance with the provisions of Section 75 of the Civil Service Law.

VIII. SUMMARY OF BEST PRACTICES & CAMPUS POLICIES

Below is a brief summary of Best Practices for Procurement Card accounts:

  • Integrity and security of account is maintained at all times
  • Use of account by authorized cardholder only
  • State transactions only
  • Purchases up to, but not exceeding, transaction limit (no split orders)
  • Goods/services are permitted within the program
  • Purchases are tax exempt
  • Payment is for product shipped/services completed (no pre-payment/deposits)
  • Purchase is for use now and not for possible future need
  • Notify Program Administrator of all extended leaves and separations prior to leave/separation date
  • Documentation is kept complete, organized and up-to-date
  • Equipment purchases are added to the department inventory list and utilize property stickers
  • State property needed for use off-campus is logged out/in with appropriate department personnel
  • Utilize all campus resources before looking to off-campus sources
  • Written approval from Facilities & Planning for all purchases requiring electrical, plumbing, building installation, etc. prior to purchase

Additionally, all College policies and procedures are to be adhered to at all times, including, but not limited to:

  • Advertising
  • Anti-Sweatshop & Licensing
  • Contracts/Agreements
  • Food & Beverage, including Food Waivers
  • Gifts/Giveaways
  • Property Control (removal/disposal/surplus of State property)
  • Software
  • Technology Procurements
  • Travel

NOTE: Failure to abide by the above policies and procedures may result in reimbursement to the state
account using non-state or personal funds as well as suspension of Procurement Card privileges or
revocation of account.

IX. AUDIT REQUIREMENTS

Procurement & Payment Services, SUNY Administration, as well as the Office of the State Comptroller (OSC) may elect to audit any and all Procurement Card accounts at any time. Performance of these audits does not require advance notice. Therefore, it is extremely important that all cardholders retain accurate and up-to date records at all times of all transactions on the assigned Procurement Card.

Typically, the following information is reviewed during an audit:

  • Paperwork is maintained properly (i.e., original itemized receipts with respective statements, maintenance in a secure location, confidentiality upheld, etc.) and reflects a complete procurement record, beginning to end.
  • Purchases made are within program guidelines and NYS Finance Laws (i.e., no split ordering, official State use only with appropriate backup provided, no restricted items, non-travel expenses, etc.)
  • Returns are handled properly (i.e., call tags and RA numbers, proper use of Credit Pending Form, credits received on proper account, etc.)
  • Incorrect billings are handled properly (i.e., sales tax charges, incorrectly billed items, shipping charges, proper use of Credit Pending Form, credits received on proper account, etc.)
  • Charges made to account are for product received and/or service completed (no pre-payments or deposits)
  • Documentation for specific events is maintained with the Order Form (PC02), including fliers, attendance sheets, agendas, etc.
  • Pricing quoted is considered fair and reasonable from reliable/responsible vendors and is billed as expected.
  • All levels of authorization are being adhered to.

The outcome of any audit, internal or external, will be shared with the appropriate cardholder and respective supervisor by the Program Administrator. Audit responses will include any noted discrepancies as well as any corrections required.

Based on the results of any individual cardholder audit and the guidelines established by Internal Controls, the following may also be necessary:

  • a follow-up audit at a future date,
  • reimbursement to the state account from a non-state source for inappropriate transactions
  • additional training with the Program Administrator
  • greater involvement by the appropriate supervisor of cardholder activities and Procurement Card procedures
  • suspension of Procurement Card privileges
  • permanent revocation of the Procurement Card account

X. PROGRAM UPDATES

As updates and changes to the Procurement Card program arise, please follow the changes on the
Procurement Card Program Updates page.

XI. KEY CONTACT INFORMATION

CAMPUS

Program Administrator: Chelsea Donnelly, Procurement & Payment Services, x2338

Procurement & Payment Services, x2351

All program forms are available on our Forms page.

Procurement and Payment Services website

JP Morgan VISA CUSTOMER SUPPORT

Cardholder Inquiries: (800) 248-4553
(Available 24 hours, 7 days a week)
JP Morgan Commercial Card
Website: www.paymentnet.jpmorgan.com

To report fraudulent activity and cancel lost or stolen cards:
Call (800) 248-4553
Available 24 hours/day, 7 days/week
Then contact your Program Administrator 

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