Procurement Card

Glossary of Terms

Contacts

Procurement Card

The JP Morgan-Chase Visa Procurement Card offers the State University of New York campuses an alternative purchasing method when making small dollar purchases. The program is intended to afford SUNY campuses the opportunity to streamline their local procedure and controls for purchasing goods and services.

The Procurement Card is accepted by all vendors that accept Visa.
Proper use of the Procurement Card can reduce the time between requesting, ordering, and actual receipt of goods or services.
Procurement Cards must be used for “official” SUNY purchases only. Use of the card for personal items, cash advances, and business travel expenses is NOT permitted. New York State is only liable for authorized charges made using the card.
The cardholder is issued a single card with the name of the cardholder and SUNY Delhi embossed on the card. Cardholders must return the Procurement Card to the Purchasing Office immediately upon request or upon termination of employment.

Tax Exemption

The University is tax exempt, therefore no sales tax should be charged by the vendor. If sales tax appears on the JP Morgan-Chase statement, the cardholder should contact the supplier directly to arrange to have the sales tax charges reversed. Ask the supplier to credit your account for the amount of the sales tax charge and email a copy of the credit for certification purposes. When placing all orders using the card, cardholders are responsible for informing each vendor of the state Tax-Exempt Form and giving the tax exempt number (14740026K).

Receiving Orders

All shipments are to be delivered directly to the cardholder through Central Receiving. The cardholder should check that the order is complete and to see if there are any deficiencies. If deficiencies or missing items are noticed, it is the responsibility of the card holder to follow up with the vendor.

Training

Use of the Procurement Card will be authorized only to those individuals who have completed the annual online SUNY Delhi Procurement Card Training or attended the in-person training session on the proper use and procedures of the card. The training will cover the use of the Procurement Card consistent with the New York State policy, as well as SUNY and campus purchasing practices. Cardholders must return the purchasing card to the Campus Program Administrator immediately upon request or upon termination of employment.

Forms & Resources

Procurement Card FAQs

Below you’ll find answers to frequently asked questions in regard to the State’s Procurement Card Program. Any further questions can be directed to the Purchasing Office via email at procurement@delhi.edu or at extension 4500.

What is a Procurement Card?

Also known as the “P-Card,” the Procurement Card is simply a tool that allows State agencies to efficiently and cost effectively process low dollar transactions. It allows purchases from a wide range of suppliers which may be for commodities or non-travel services.

Why have a Procurement Card?

The P-Card simplifies the process of purchasing commodities & services – the end user can easily purchase and pay for their needs while eliminating the lead time associated with the requisition process. Additionally, P-Card transactions reduce administrative costs (per OSC: the P-Card saves the State more than $78.00 per transaction) compared with processing a traditional voucher.

Can the card be used for all purchases?

This would depend on spending limits and established purchasing regulations or guidelines. Spending must be program related, documented, and justified. No travel or fuel purchases are allowed using the P-Card. Other restrictions include, but are not limited to:

Personal purchases not for State business
Travel/entertainment (e.g., airfare, car rental, food, gasoline, lodging, etc.)
Computer hardware/software (approved by CIS via the Accessibility Procurement Request Form)
Specialty gases/cylinder leases
Rent/leases for State facilities or offices
Cash advances/cash refunds
Gift certificates
Flowers, personal gifts, decorations, cards, party supplies, etc.
Formal agency contract payments (contracts must be reviewed by Purchasing)

What are the responsibilities of the cardholder?

The responsibilities of the cardholder include:

Complete the annual online SUNY Delhi Procurement Card Training or attended the in-person training session.
Acknowledge receipt of the card and the terms and conditions for its use.
Make purchases in accordance with established purchasing practices.
Reconcile their monthly Visa Procurement Card statement.
Obtain supervisory approval on the reconciled monthly statement.
Submit the record to Purchasing by the 15^th of each month for audit.
Retain their JP Morgan-Chase statement, certification, and all backup documents (receipts, invoices, etc.) for a minimum of seven (7) years.

What do I do if my card is lost or stolen?

Call JP Morgan immediately at 1-800-270-7760 to report a card lost/stolen. A new card will be generated and mailed to the Purchasing office. We will contact you when your replacement card arrives.

What if my card is declined?

A credit card transaction may be declined for several reasons. You should confirm your card number and expiration date with the vendor. If you are still unsure as to why your card was declined, contact JP Morgan and confirm that you are not over your transaction or monthly limit and that there are no other issues with you card.

What if I can’t see my charges in FMS?

Log into JP Morgan and make sure charges are shown on your statement. If the charges have not posted to your account, the vendor has not charged your card yet. All credit card charges should appear in FMS the day after they are posted to your JP Morgan account.

What if there are fraudulent charges on my card?

If there are fraudulent charges on your card, immediately contact JP Morgan at 1-800-270-7760 to advise them you did not authorize those charges. Note that the charges will show in your FMS account and once JP Morgan determines the charges are fraudulent a corresponding credit will appear in SFS.

What happens when my card expires?

New cards are automatically generated at least 30 days before the card expires. Renewal cards are sent to the Purchasing Office. We will contact you when your replacement card arrives.

Am I responsible for payment of the monthly bill? Are credit checks done on the cardholders?

JP Morgan Will Not Do Credit Checks on State Employees. Employees Are Not Liable for Legitimate State Charges.

There are no credit checks of State employees. The State’s contract with JP Morgan calls for the State of New York to be responsible for paying the credit card bill in the name of a State employee. With this arrangement, JP Morgan does not need to, nor does it, do a credit check on the individual named on the card.

State employees do not have any liability for payments of the credit card bill for charges incurred for legitimate State purposes. Even if the State is late in paying the bill, it will not be reported to any credit reporting bureau.

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 JP Morgan-Chase credit cards are not for personal use.