P-Card holders should familiarize themselves with the OGS Bulletin Procurement Card Guidelines, found at:

Transcription

1 I. CITIBANK PROCUREMENT CARD PROGRAM OVERVIEW The purpose of the Citibank Visa Corporate Procurement Card (P-Card) is to establish a more efficient, cost effective method of purchasing and payment for small dollar purchases. The procurement card will enable cardholders to make authorized purchases directly from a supplier without processing the traditional paperwork. Cardholders will be able to make purchases up to $2,500 per transaction with the procurement card. The cardholder will not be billed directly for the charges, but will receive a monthly statement of information online at The State of New York will be liable for all authorized charges made using the procurement card. Travel expenses may not be charged on the Citibank Visa procurement card. Registration fees may be charged to the procurement card provided there will not be any travel-related expenses. II. WHO RECEIVES A PROCUREMENT CARD Vice Presidents or their designees will identify the employees who are to receive a procurement card. Cards are issued to individuals (not to Departments). It is important to ensure that each person receiving a procurement card is familiar with State/SUNY/Farmingdale procurement policies and procedures. P-Card holders should familiarize themselves with the OGS Bulletin Procurement Card Guidelines, found at: Each cardholder will be responsible for verifying all charges associated with their specific account number. No unauthorized purchases will be permitted. Any employee making unauthorized purchases will be subject to appropriate disciplinary action. III. APPLICATION PROCESS The P-Card is available for use with State Purpose, Dormitory and Income Fund Reimbursable (IFR) accounts. A. Application/Authorization Form To obtain a procurement card, a Procurement Card Application (Attachment A) must be completed and approved by your supervisor or department head, if applicable, and forwarded to the Purchasing Department, attention Lisa Hiltonsmith, Campus P-Card Program Administrator, Purchasing Office, Whitman Hall, Room

2 B. Approved Applications Periodically, the Campus P-Card Administrator submits approved applications electronically to Citibank. Cardholders are required to attend the mandatory training program, after which they will sign a form acknowledging attendance at the training session and receipt of the P-Card Guidelines (Attachment B). Cardholders will be notified via when their cards are ready (could take up to 4 weeks). Cardholders will be required to sign a form acknowledging receipt of their card (Attachment C). If a card application is not approved, the Campus P-Card Administrator will notify the applicant in writing indicating why the application was rejected. C. Access to the State Accounting System (CENT) In order to participate in the Citibank Procurement Card program, cardholders need access to the State Accounting System (CENT). Access will allow the cardholder to complete the required monthly electronic reconciliation of their transactions via the SUNY/AEPC system. Once your P-Card application is approved, you will be required to complete a Network System Access form to obtain a user ID and password for CENT. The form may be submitted directly to the account of Lisa Hiltonsmith, Campus P-Card Program Administrator. The form (Attachment D) is also available via the internet at D. Citibank Procurement Card Distribution OSC guidelines require the cardholder to attend a mandatory procurement card training session held by the Purchasing Office before receiving their card. The training will cover: The appropriate use of the card How to use the card, including what information to give vendors The reconciliation of purchases, including how to handle disputed charges How to use the AEPC system What to do if your card is lost or stolen General Purchasing Requirements Cards will not be activated and distributed by the Campus P-Card Administrator until: 2

3 (1) Cardholders have attended the mandatory procurement card training session and completed and returned the Cardholder Training and Acknowledgment Form (Attachment B). (2) Cardholders have returned the NYS Citibank Purchasing Card for Authorized Users Acknowledgment form (Attachment C) available at: IV. USING THE CITIBANK PROCUREMENT CARD A. Procurement Card Security Procurement cards should be kept in a secure location accessible only by authorized personnel. The cardholder is the only authorized user of the card. Lending cards to other staff members is strictly prohibited. Safeguard card numbers at all times. Do not reference account numbers in documents and files that are not secure from unauthorized access. When providing account numbers to vendors, make sure numbers are not heard by others. Instruct vendors not to place card numbers on address labels of packages. B. Use of Appropriate Vendors The Citibank Procurement Card allows personnel to order and pay for authorized purchases in a more efficient way. When making purchases with the procurement card, the cardholder should: Understand and adhere to P-Card Program, State, SUNY, and Farmingdale Purchasing Guidelines. Use preferred sources when an item is available from them. Purchase the item from an Office of General Services contract vendor when the item is available on statewide contract. To determine if a desired item is available on a state contract, go to or contact the Purchasing Office at Cardholders, who do not use vendors on State contract, must justify the price paid to the vendor. Purchase items from M/WBE vendors or small businesses when possible. 3

4 Ensure that Vendors accept the Citibank Procurement Card If an item is not available on state contract, cardholders can purchase the item from any vendor that accepts the Citibank Procurement Card. If a vendor does not accept the Citibank Procurement Card, notify Lisa Hiltonsmith, the Campus P- Card Administrator. Items from vendors that do not accept credit cards may have to be ordered via the Procurement System. Remember the procurement card is not intended to circumvent established State, SUNY, or Farmingdale Purchasing Guidelines. C. Appropriate Purchases 1) Per Transaction Dollar Limit Individual transactions on the card cannot exceed your approved P-Card Limit, typically $2,500. Splitting orders to avoid the transaction dollar limit is prohibited. Spending more than your transaction limit at a vendor in one day or in two consecutive days will be considered a split order. Splitting orders may result in suspension of card privileges while the matter is investigated and actions up to, and possibly including, revocation of card privileges may be taken. 2) Procurement Card Credit Limit Individual P-Card limits must be approved and will be communicated to the cardholder. A Cardholder s P-Card limit will initially be set at an amount not to exceed the OTPS budget amount associated with the account for which the P-Card was issued. P-Cards are coded to charge that account automatically. 3) Freight The $2,500 transaction limit includes any shipping charges associated with your order. If your transaction total including shipping exceeds $2,500, the Citibank Procurement Card cannot be used. 4) Examples of Authorized Purchases Items on a centralized commodity P contract. ( P contracts are centralized New York State contracts awarded by the Office of General Services.) Maintenance/Repairs of Equipment Books Supplies and Materials General equipment * Film Processing Printing 4

5 Registration Fees for Conferences and Seminars Subscriptions Membership Fees Shipping Charges (UPS, Federal Express, etc.) Freight *Cardholders may have to complete the New Asset Receipt form (Attachment E) for certain equipment purchases. See section F, below, for guidance. NOTE: All technology purchases must be approved by the IT department. IT at for approval prior to any technology purchase. Documentation supporting IT s approval must be attached to the month end documentation submitted to Accounts Payable. 5) Restricted items: This list is NOT all inclusive Personal Expenses Food and Beverages Travel and Entertainment Expenses Charitable Donations or Political Contributions Non-employee compensation (Consulting Services/Guest Speakers) Leases or Rentals Hazardous Materials Gifts and Gift Cards ebay and PayPal Controlled Substances ** Cash Advances/ATM Transactions Gasoline Medical Services ** Health & Wellness Center may purchase prescription drugs this is the ONLY exception to this restriction. Cardholders who use their procurement card inappropriately are subject to disciplinary action. See Section VII of these guidelines, regarding cardholder responsibilities. D. Making Purchases With the Procurement Card Make sure funds are available Always verify that the uncommitted balance in Other Than Personal Service (OTPS) within your account is sufficient to cover the cost of your procurement card purchase before placing an order. Consider the Visa 5

6 purchases made during the month that have not been posted to your account when determining the available balance in OTPS. Notify the supplier you will be using the Citibank VISA Corporate Procurement Card and verify that they will accept it. Identify yourself as a New York State employee. Notify suppliers that the purchase is tax exempt and provide the NYS Tax Exempt Number ( K). If the supplier requests a Tax Exempt Certificate, contact Lisa Hiltonsmith, Campus P-Card Administrator at Identify the item and provide a complete description to the supplier. If available, use the item number as shown in the catalog, the manufacturer s name, model number, and/or part number. Indicate the exact quantity you are purchasing Ask for the full dollar amount of each item Ask if there will be any additional charges for shipping. If so, consider additional charges in the total amount of the purchase. Give the supplier your name as it appears on the card, the account number and expiration date. All merchandise should be shipped directly to Central Receiving. The shipping label should be clearly marked VISA and include the cardholders name and department/location. Under no circumstances should a package be shipped to a cardholder s home. CAUTION: INFORM THE VENDOR THAT YOUR VISA ACCOUNT NUMBER SHOULD NOT APPEAR ON THE OUTSIDE OF YOUR PACKAGES. Request the following information from the vendor: Order confirmation number Cost of the purchase (including freight) Expected delivery date Receipt/Invoice (see section E - Documentation in Support of Purchases) 6

7 Accuracy of order - Always check goods delivered to confirm: The items delivered are what was ordered and are in acceptable condition. The price charged is equal to the price quoted when ordered. If there are problems with an order, see Section IV-G for guidance on the return of merchandise and obtaining credit from a vendor. E. Documentation in Support of Purchases The following original documentation must be obtained by the cardholder for each transaction. The documentation will be used to (1) verify all purchases; (2) audit a specific card; (3) reconcile reported billing discrepancies; and (4) document purchase authority. Itemized Vendor Invoice indicating credit card payment or Itemized Register Receipt & credit card transaction slip Detailed Packing Slip indicating items shipped Order Form for subscriptions, memberships, and conference registrations Detailed Order Confirmation for internet transaction New Asset Receipt Form (Attachment E) in support of equipment purchases (if applicable). IT Approval in support of Computer Purchases. F. Receipt of Equipment Purchases In accordance with SUNY and Farmingdale College s Property Control policies, any equipment purchase costing $ or more and walkable items below $5,000.00, must be reported to the Property Control Office, Service Building. Walkable items are those that may have a cost or value below $5,000.00, but due to the type and nature of the asset, accountability is required. Walkable assets include, but are not limited to the following: cameras and camera equipment, televisions, laptop/notebook computers, audio visual equipment, and any other asset the end user feels may fit into this category. Complete the New Asset Receipt Form, provided in (Attachment E) of this manual and on the web at Attach a copy of the invoice for the P-Card purchase to the New Asset Receipt Form. Submit to the Property Control Office, Service Building. This information will enable Property Control Office to determine the appropriate tagging and reporting of the purchase. Contact the Property Control Office at for assistance with determining if a New Asset Receipt Form should be completed. 7

8 G. PROBLEMS WITH ORDERS AND/OR VENDORS (1) Returning Merchandise to a Vendor Promptly notify the vendor that a return is necessary. Provide cardholder s name, card number, phone number, and the confirmation number of original order. Obtain a return authorization number from the vendor. (2) Credit for Returned Merchandise Credit must be requested for the card used in the original purchase. The vendor should issue a credit receipt to document the return of the merchandise. Provided the vendor has authorized a credit to an account, it should appear on the next statement received by the cardholder. If a credit is requested late in the month, it may not appear on a cardholder s statement until the next billing cycle. Monthly charges from Citibank must be paid in full. During the reconciliation process, do not reduce billing statements by the amount of any anticipated credit. (3) Inappropriate Charges on Monthly Statement Contact the Vendor directly to resolve the disputed charge. If unable to resolve, contact Lisa Hiltonsmith at A dispute form (Attachment F) must be completed. The form can located at _form.pdf This dispute form must be filled out completely and forwarded to Citibank within 60 calendar days of receipt of the campus invoice. (4) Disputed Charge Investigation by Citibank Once Citibank customer service has been notified about a disputed charge that can not be resolved with the vendor, the following will occur: Citibank will open a charge investigation. Cardholder must complete a notarized affidavit of unauthorized use form which the P-Card Program Administrator will fax to Citibank. This form is available upon request from the P Card Program Administrator. The cardholder s account will receive a temporary credit. Upon completion of the investigation, the cardholder will receive a determination letter from Citibank. If they determine that the charge is invalid, a permanent credit will be applied to the cardholder s account. Otherwise, the temporary credit will be reversed. When determining your available balance in OTPS, treat the funds for any disputed charges as committed and unavailable, until a permanent credit is received. 8

9 H. Statement/Account Reconciliation (1) Daily/Periodic Review of Charges: Cardholders can view their statements on CitiDirect at the end of each billing cycle or periodically throughout the month at (See Section IX for system access instructions) The Cardholder should review the Citibank statement for accuracy and reconcile each transaction with the vendor receipts and/or invoices. The cardholder review should include the following questions: a) Did I purchase all items appearing on the statement? b) Are there any items I purchased that do not appear on the statement? Keep documentation associated with these purchases until the following statement. If the charge still does not appear, contact the vendor. c) Does the amount quoted to me by the vendor match the amount I was charged for each item? Was I charged tax or freight I was not aware of? d) Did I receive all items ordered in satisfactory condition? If not, the cardholder should ensure the items are received in satisfactory condition within the 60-day dispute window or dispute the charge. e) Do credits appear on the statement in the proper amount for any returns? f) Have I retained a copy of my transaction documents for my records? (2) Month End Reconciliation: Citibank will issue a monthly summary report electronically to each participating cardholder for expenses incurred during that particular billing cycle via the Citibank website ( Additionally, the cardholder is required to reconcile their VISA account on a monthly basis in the SUNY/CENT system. (See Section VIII for system access instructions): a) The Campus P-Card Administrator will notify all cardholders via once the electronic copy of the bill/statement is available on the CENT system. b) Once notification is received, the cardholder may download the previous month s statement. The electronic copy of the previous month s bill usually becomes available during the second week of the current month. c) The Cardholder should review the Citibank statement for accuracy and reconcile each transaction with the vendor receipts and/or invoices. (3) Monthly Certification: 9

10 a) After completing the hard copy reconciliation, electronic certification must be completed on the SUNY/AEPC system within 10 business days after the Citibank statement becomes available on the Cent system. o The Campus P-Card Administrator is available by , by phone, and by appointment to assist cardholders who encounter problems while certifying monthly charges. Failure to reconcile the hard copy and electronically certify the monthly Citibank statement in a timely manner may lead to revocation of your Citibank Visa procurement card privileges and cancellation of your card. (4) Supervisory Review The cardholder s supervisor must review the monthly card statement and receipts and sign the VISA card statement before it is sent to Accounts Payable. The supervisor must ensure that all transactions are for the official duties of the cardholder and are in accordance with State/Citibank and Farmingdale procurement guidelines. The supervisor is responsible for ensuring that the cardholder abides by security policies as well as applicable requirements related to certification/reconciliation and documentation of all P-Card purchases. (5) Submission of Documents to Accounts Payable After the cardholder completes their certification on SUNY/AEPC, they must immediately send the following to the Accounts Payable Office, Horton Hall, Room 155: The monthly VISA statement, with Supervisory review and approval; The supporting original documentation/receipts for each charge on that month s statement. Supporting documentation should be attached to the statement and arranged in the order the charges appear on the statement. V. CITIBANK P-CARD AUDITS A. Internal Control Review Cardholder accounts may be subject to periodic internal control reviews and audits designed to protect the interests of New York State. By accepting the card, the cardholder agrees to comply with these reviews and audits. The Internal Control Office will perform an ongoing review of the P-Card program. The purpose of the review will be to determine the cardholders preparedness for external audits. B. Procurement Card Internal Review Focus 10

11 The Internal Control Review is intended to ensure Farmingdale, SUNY, and NYS Procurement Card Guidelines are being followed. The focus of the review will include, but not be limited to, the following inappropriate activities: 1) Personal Purchases 2) Unallowable Purchases 3) Split Purchases 4) Over-reliance on the Unavailable Documentation Form (Attachment G) 5) Cardholders Allowing Others to Use Their Procurement Card 6) Lack of Supporting Documentation for Transactions 7) Failing to Certify Monthly Charges or Failing to Certify Timely 8) Paying Sales Tax 9) Failing to File a New Equipment Receipt Form 10) Failing to use a Vendor on State Contract without justification C. Internal Control Review Issues and Recommendations Internal Control Review issues will be formally communicated to the cardholder, their supervisor, and the CFO of the College. D. External Audits External audits of cardholder activity will be conducted periodically by the Office of the State Comptroller (OSC). OSC auditors do NOT provide advance notice to the campus of a pending procurement card audit. In addition, an external audit may be conducted by the SUNY Audit Department. It is very important that a cardholder s documentation be complete and promptly forwarded to the Accounts Payable Office. E. Procurement Card Audit Scope Statements and supporting documentation for prior years will be retained in storage for 7 years for audit purposes. VI. PROCUREMENT CARD MAINTENANCE A. Lost or Stolen Procurement Cards Lost or stolen procurement cards should be reported immediately to: Citibank Customer Service at

12 The Cardholder should be prepared to give their name exactly as it appears on the face of the card, the account number, the card s expiration date, and a brief explanation surrounding the loss. Immediately following this verbal notification, the cardholder must notify the Campus P-Card Program Administrator, Lisa Hiltonsmith, at Following these verbal notifications, the cardholder should complete the Citibank Procurement Card Maintenance Form (Attachment H) and send it to the Campus P-Card Program Administrator, who will notify cardholders when their replacement cards are ready. New York State will not be liable for any charges incurred by non-employees. Therefore, it is important to report immediately any lost and or stolen procurement cards or unauthorized use of the card to Citibank. Cardholders can be held personally liable for charges occurring after the loss or theft of the card, if the above notifications do not occur or do not occur in a timely manner. B. Cardholder Legal name Change If a cardholder s legal name changes, a new procurement card must be issued. Submit the Citibank Procurement Card Maintenance Form (Attachment H) to the Campus P-Card Program Administrator to request a card in your new name. C. Cardholder Termination of Employment or Transfer to another Department If a cardholder is leaving the College, or transferring to another department, the cardholder must provide the following to the Department Head/Supervisor of the account for which their procurement card was issued: Their procurement card; All copies of the cardholder statements and supporting documentation pertaining to the card; and All documents pertaining to the current month s P-Card transactions so that the monthly statement can be certified at the appropriate time. The Department Head/Supervisor must: Send the card to the Campus P-Card Program Administrator who will direct Citibank to cancel all procurement card privileges for any cardholder that transfers to another department or leaves the College for any reason. Designate a new cardholder and ensure a card application is submitted for that individual. Reconcile the purchases of former cardholder. 12

13 VII. CARDHOLDER RESPONSIBILITIES The procurement cardholder will not be billed directly for their charges, but will be able to access a monthly statement of transaction information. Employees who complete an application for the Citibank procurement card will not be subject to a credit check. All authorized and appropriate charges incurred using the P-Card will be paid by the State of New York. The State of New York will be liable for all appropriate charges made using the P- Card. The Citibank procurement cards are not for personal use. If a State employee uses the card for personal or fraudulent use, the employee will be personally liable for those personal or fraudulent expenses improperly charged to the card. The employee may also be subject to other disciplinary action. See: 13

14 VIII. ACCESSING AND USING THE SUNY/CENT SYSTEM A. Accessing the Accounting System (CENT) Login to Click on the E-Business Services tab and then click on Webconnect 14

15 Click on Connect to System Administration When the screen below appears, click on the PF9 button, second to last button on the top row on your right hand side 15

16 When the screen below appears, type 1 and hit Enter B. Accessing the Citibank System When the screen below appears, click on the Clear button, last button on the right to clear the screen. 16

17 A blank screen will now appear. Type in SCSO and hit Enter On the screen below, enter our organization code: SU followed by your User ID, password, and job function aepc1 and hit enter. 17

18 If your sign-on is successful, the following message will appear: C. The Citibank System Once your sign on is complete, clear the screen by hitting the Clear button and type AEPC to access the main menu of the Citibank System and hit the Enter key. 18

19 (1) Description of Cardholder Transactions TRANSACTION AEPC MAIN MENU VI01 LOGGING VI02 RECONCILIATION VI03 LOG LIST VI04 BILLING STATEMENT LIST VI06 CARDHOLDER INFO VI09 PREFERRERD VENDOR LIST PURPOSE USED TO ACCESS ALL TRANSACTIONS USED TO CREATE MANUAL LOGS USED TO RECONCILE AND CERTIFY USED TO VIEW CARDHOLDER LOG USED TO VIEW BILLING STATEMENT LISTS CARDHOLDER DATA LIST OF VENDORS IN AEPC PROGRAM 19

20 IX. MONTHLY CARDHOLDER CERTIFICATION OF PURCHASES A. Retrieval of Your Monthly Citibank Statement As soon as you start using your Citibank Visa card you will receive an inviting you to visit the following link: This will bring you to the CitiDirect Card Management System. A CitiDirect system client code is entered to begin the log-in process. The procurement client code is: NYS-P Enter this code in the space provided on the web site and click the start log-in process button directly below. After entering the system client code you are brought to a screen that asks for your Username and Password. The first time that you enter this information it will be in the following format: Username first four letters of your last name AND the last six digits of your account number Password username in reverse - using all upper-case letters For Example: Joe Lue receives a Visa card with the last six digits

21 His username would be: lue His password would be: EUL If your last name does not contain at least four letters, use your entire last name and the last six digits of your account number. The password would follow the same format as the example above which is the username in reverse order using all upper-case letters. Note that the username field is not case sensitive it may contain either upper or lower-case letters. At any time in the process if you are not able to login, call the 800 number found on the back of your Visa card to speak with a CitiDirect Customer Service Representative. The representative can reset your Username and Password and assist you with any other log-in questions that you may have. Type your username and password in the spaces provided. 21

22 After you sign in the first time you will be prompted to change your password. Passwords must meet the following criteria: The username and password must be different. The password must contain a mix of alphabetic and numeric characters. It must not consist of all numbers, all special characters, or all alphabetic characters. The password must not contain leading or trailing spaces. The password must not contain more than 2 consecutive, identical characters. The password must be at least 4 characters and no more than 9 characters. The password must contain a mix of uppercase and lowercase characters. The password must be identical to the password confirmation. The new password must be different from the old password. After the new password is entered, click the Change button to continue. To view your entire monthly Visa Statement or separate transactions go to the Inquiry drop-down menu item on the main toolbar. To view the inquiry drop-down menu move the mouse over the word Inquiry on the CitiDirect toolbar. There is no need to click for the menu to appear. Select whether you want to view: Statements, Transactions, or Dispute Log (screen) 22

23 Move the mouse over the statement option and click to access. Using the Cycle drop down menu, select the statement you would like to view and click the SEARCH button. 23

24 A RESULTS section will appear below the search criteria. Click on the account number to view the statement. 24

25 Click print statement to print a copy for your records. 25

26 The Dialog box above will appear to select your printing preferences. Always print the statement summary with transaction details including all detail options. You must check all boxes as shown and click print. This is your official statement for auditing purposes. Important! After you conclude your business on CitiDirect you MUST click on the LOGOUT link located on the upper right side of the web page just below the X for closing the page. Failure to do so can cause the system to lock you out. If you have problems logging in please feel free to call CitiDirect between 7am and 8pm Eastern Time Monday through Friday at , option 2. Or contact Lisa Hiltonsmith at ( hiltonlm@farmingdale.edu). After the username and password are set up, cardholders have 45 days to log-in to the web. Users, who don t log in for 46 days or more, will have their password turned off. Cardholders will have to call the CitiDirect Helpdesk( ). If you try three times to log in and are not successful do not continue to try, close the browser window and open a new window, go back to the CitiDirect web page and then call the CitiDirect Helpdesk. 26

27 IX. MONTHLY CARDHOLDER CERTIFICATION OF PURCHASES (Continued) B. Timeframe for Cardholder Certification of Charges Cardholders download the previous month s statement during the second week of the current month. The electronic copy of the bill usually becomes available on the CENT system during this week. Cardholder certifications cannot be completed until the electronic copy of the bill is on the system. The Campus P-Card Manager will notify all cardholders via once the electronic copy of the bill is on the CENT system. This will state that the cardholder certifications must be completed within 10 business days. On the rare occasions that the electronic bill is posted late, cardholders will be asked to certify ASAP. The Campus P-Card Program Administrator is available by , by phone, and by appointment to assist cardholders who encounter problems while certifying monthly charges. Cardholders must certify their charges by the deadline issued. This timeframe is mandated by SUNY System Administration and is not at the campus s discretion. Cardholders who fail to certify will be subject to disciplinary action. C. Timeframe for University Certification of Charges Upon receipt of the campus voucher, the P-Card Program Administrator must certify all Citibank Charges for the campus. Late cardholder certifications will delay the campus-wide certification. OSC has the power to revoke the University s card privileges permanently for late certifications. D. Citibank Procurement Card Transaction Logs (1) Citibank Procurement Card Coding Each card is coded to charge one University account, automatically. Cardholders should code the card to charge the account to be used most often with the card. This will minimize the number of transaction logs that the cardholder will need to move to different accounts. Card coding can be changed to automatically charge a different account, if necessary. (2) System Generated Cardholder Transaction Logs On a daily basis, Citibank transmits, via electronic tape, the sales data received from vendors to the AEPC system within the CENT System. Cardholder logs are generated by this tape transmittal. Cardholders can view the logs using transaction VI03 throughout the month to see what transactions have hit the SUNY system. These cardholder logs create a pending expenditure transaction in the account the card is coded to charge. These pending transactions will include the purchase date, amount charged, and the vendor name. The presence of a log entry within the AEPC system does not mean your account has paid the expense. The log sets aside funds, via a pending expenditure against your account, to pay it. Monthly Visa charges will roll from pending to actual within 5 business days of the campus-wide certification. Charges that have been paid are posted under actual expenses in your account and are assigned a document number that starts with an X. 27

28 (3) Changing accounts and /or sub objects to be charged The daily transaction logs generated by the tape transmittal are available for edit throughout the month. TIP: Edit your log entries as they hit your log list. All edits must be done before your monthly certification. Editing logs throughout the month will ensure timely certification of your billing statement. Cardholders with several University accounts can change the account number to be charged for a purchase. On the main cardholder menu in the AEPC system, tab to VI03, and hit the Enter key. 28

29 A list of all pending charge logs for the current month will appear. To view the charge detail for an individual log in the list, place an X to the left of the log number and hit the Enter key. This will bring up the log detail screen for this transaction. This screen provides all the details about a given transaction. On the lower left side of the screen, the following is listed: The account to be charged including fiscal year The sub object to be charged The amount to be charged 29

30 To change the account charged, cardholders should tab down to the amount in the original entry and enter (See next page) Note: This is the only item the cardholder can edit in the original log. The amount is provided in the upper right corner of the screen for your reference. Cardholders must tab down below the original entry and type in the appropriate charge information including: The account to be charged including fiscal year (FY field) The sub object to be charged The amount to be charged 30

31 Once these entries are input, place in S in the F=> field and hit the Enter key. The message Depress Enter to complete transaction will appear. Hit the Enter key again to complete the transaction 31

32 IX. MONTHLY CARDHOLDER CERTIFICATION OF PURCHASES (Continued) When Citibank transmits the daily charge data to SUNY, the merchant commodity code (MCC) they have assigned to a purchase is automatically converted to the corresponding SUNY sub object and listed as a pending expenditure within a cardholder s default account. If no corresponding SUNY sub object exists, the purchase will be charged to SUNY subject 3095-the sub object for general p card purchases. Under certain circumstances, cardholders must change the sub object charged for a credit card purchase: Construction fund purchases must be charged to sub object 7570 or Recall that the only item in the original log entry that cardholders can edit is the amount. The process to change a sub object is identical to changing an account. 1. Access the log detail within VI03, log list, of the AEPC system 2. Zero out the amount charged in the original entry 3. Tab to the line below the original entry 4. Reenter the charge detail and enter the appropriate sub object. 5. Place an S by the F=> prompt and hit enter twice to save the change. (4) Problems transferring expenses to different university accounts A cardholder s ability to transfer expenses to different accounts is governed by two factors. The cardholder s account access, as defined by, their job function and the available resources within OTPS in the account to be charged. Based on these factors, when cardholders attempt to save account changes, the following systems errors can occur: A. Job function does not have access to this account B. Job function can only inquire against this account C. SAMI unencumbered balance error D. SUNY segregation error Errors A and B require adjustments to your system access as defined by your job function. Cardholders will not be granted the authority to charge accounts for which they are not a signatory without the prior approval of the account manager in writing. Errors C and D are funding problems. Error C indicates insufficient OTPS allocation within the account to be charged. Another account must be used in these instances. Error D relates to a campus allocation problem and does not relate to an individual account balance. Cardholders with errors A, B, or D should contact Lisa Hiltonsmith at or via hiltonlm@farmingdale.edu.. 32

33 IX. MONTHLY CARDHOLDER CERTIFICATION OF PURCHASES (Continued) E. The Procurement Card Statement Certification Process Cardholders are alerted by an from the Campus Procurement Card Program Administrator that the electronic copy of the procurement card bill is ready for certification. The Procurement Card Administrator must verify that the electronic bill is accurate and make any necessary corrections before cardholders can certify. Please do not certify your bill until you receive an from the Campus Procurement Card Administrator instructing you to do so. (1) Preliminary Steps in the Certification Process Edit log entries to reflect the appropriate accounts and sub objects to be charged. NOTE: All log entry edits must be completed before the bill is certified. It is strongly recommended that cardholders edit log entries throughout the month, as they are generated in log list. Be sure to save all edits before proceeding. Wait for notification that the electronic bill is ready for cardholder certification. Sign on to the AEPC System as outlined on pages of this manual. (2) Completing the Billing Statement Certification Cardholder certifications must be completed by the deadline issued in the certification notification . If you are going to be out of the office, please use the Out of Office Assistant within Outlook so that the Accounting Office can complete your certification. 33

34 Once on the main cardholder menu AEPC: Change the billing cycle to the month being certified Tab down to VI02, Reconciliation/Certification, as shown Hit the Enter key The cardholder s reconciliation of charges will appear. This screen should have the message Ready for Cardholder Certification-All Items Matched at the bottom. (see below) When the electronic billing statement from Citibank is loaded to the system, the system attempts to reconcile the Citibank billing entries and the pending logs for each transaction. As long as there is a pending log for each charge on the bill, the system reconciles the bill. This message on the bottom of the screen lets the cardholder know this automated reconciliation was successful. Should this message not appear, contact Lisa Hiltonsmith, Campus P-Card Program Administrator, for assistance. 34

35 As long as the reconciliation has been successful: Place an X for IGNOR by the F=> prompt Place a C for CERT STMT by the A=> prompt Hit the Enter Key 35

36 The certification screen will appear. Before certifying the statement, always verify that: The Statement Count and the Reconciled Count indicated on this screen are identical. If a discrepancy exists, contact Lisa Hiltonsmith at or via at hiltonlm@farmingdale.edu for assistance. Discrepancies of this type are rare. To certify the statement, place a C by the F=> prompt Leave the A=> prompt blank Hit Enter key The system will fill in the date and the cardholder s name The message Depress Enter to Complete Transaction appears 36

37 Hit the Enter Key to complete the certification. The message Transaction completed should appear at the bottom of the screen. Always print a copy of the completed certification screen 37

38 X. KEY CONTACTS FOR THE CITIBANK PROCUREMENT CARD A. Questions about the Procurement Card: Contact: Lisa Hiltonsmith Campus P-Card Administrator Whitman Hall, Room 272 Address: Phone: (631) B. To report a lost or stolen Procurement Card, or Questions about your Citibank account: Contact: Citibank Customer Service Phone: This number is available twenty-four (24) hours per day, seven (7) days a week. C. For assistance logging in to the Citibank Card Management Web site, Contact: CitiDirect Help Desk Phone: , option 2 D. To determine if a desired item is available on a state contract, Contact: Lisa Hiltonsmith/Purchasing Assistant Phone: (631)

39 Frequently Asked Questions About The Citibank Procurement Card 1. Can a co-worker use my Procurement Card? No. Procurement cards can only be used by the cardholder. Lending the card to other employees is strictly prohibited. 2. Will my card be mailed to my campus address? All cards are sent to the Campus P-Card Administrator. Should you receive a card in the mail, do not use it. Hand deliver the card to the Purchasing Office. Cards must be activated on the system first to ensure proper reporting for log creation. 3. What do I do if I need to return a purchase? Contact the vendor directly and make arrangements for the return. Be sure to give the vendor your card number and order confirmation number, so your account will receive the appropriate credit. 4. What do I do if my card is lost or stolen? Contact Citibank Immediately and then contact the Campus P-Card Administrator. Follow up these verbal notifications by sending a copy of the Citibank Maintenance Form to the Campus P-Card Administrator indicating the card was lost and whether or not a replacement card is necessary. 5. How will I get my statement? Paper statements will not be issued. Statements will be available via the Citibank web site. Each cardholder will automatically be assigned a user ID and password. Citibank will send an to cardholders informing them when the statement is ready for downloading from the web. 6. How soon should cardholders activate their cards? The cardholder should activate the card as soon as he or she receives it. 7. Is the electronic signature enough on a Cardholder acknowledgement form? No. To be sure that the cardholder has seen the acknowledgement agreement, we require an actual signature. 39

40 Frequently Asked Questions About The Citibank Procurement Card 8. Do we need the full 9 digits for the social security number? Citibank will use the last four digits of the social security number for identification purposes when a cardholder contacts them for account information and card activation. The full social security number is not required and will not be transmitted to Citibank. 9. How do we dispute a charge?. First, try to settle any dispute with the vendor. If f you are unsuccessful, contact the campus procurement card administrator to formally dispute the charge. A notarized affidavit of unauthorized use must be completed and faxed to Citibank. 10. Can we adjust our bill for disputes or credits? All bills must be paid by the Campus in full within 30 days. If a dispute has been filed with Citibank, the bill will still be paid in full. All adjustments will be credited to your account(s) on the next bill. 11. May a cardholder keep the same card when moving from one department to another? Yes, but cardholders must have the card coded to charge their new department s account. 40

41 FORMS INCLUDED IN THIS APPENDIX 1. Farmingdale State College Procurement Card Application (Attachment A) Purpose: Used to apply for a Citibank Procurement Card. For further details on the application process, see Section III A, B on pages 1-2 of the Guidelines. 2. Cardholder Training Acknowledgement Form (Attachment B) Purpose: To confirm attendance at the Mandatory P-Card Training Session. See section III A and D, on pages 2-3 of the Guidelines for further information on Training. 3. New York State Citibank Purchasing Card for Authorized Users (Attachment C) Purpose: Used to document that cardholders have received a card and understand responsibilities associated with the P-Card. For details about when to submit this form, see section III B and D, on pages 2-3 of the Guidelines. 4. State University of New York, SUNY Account Application (Attachment D) Purpose: Used to request access to the SUNY Accounting System (CENT) which is required in order to participate in the P-Card program. See Section III C, page 2 of the Guidelines for further details. 41

42 5. New Asset Receipt Form (Attachment E) Purpose: Used to report the receipt of new equipment to the Property Control Office. For details about how and when to report the receipt of new equipment, see Section IV C (4), pages 4-5 of the Guidelines. 6. Cardholder Dispute Form (Attachment F) Purpose: Cardholders have 60 days from receipt of the credit card statement to dispute charges. A dispute form must be completed. The form can also be located at For further information, see Section IV G. (3) of the Guidelines. 7. Unavailable Documentation Form (Attachment G) Purpose: Used to document purchases when vendor invoices are unavailable. 8. Procurement Card Maintenance Form (Attachment H) Purpose: Used to report a lost or stolen procurement card and to request a replacement card. Form should also be used to request names changes and card limit increases. For details about lost or stolen procurement cards, see Section VI A, on pages of the Guidelines. 42