Procurement Card Guidance 2022

JPMorgan Chase Visa Procurement Card (P-Card) Program • Ideal for small dollar purchases (less than $2,500). • Increase departmental efficiencies and decrease administrative costs associated with processing of small dollar amount purchase orders via credit card vs state check. • To be used for purchases on State or IFR accounts only. • Not for Business Travel use. • Not for Personal use. • More time efficient than under traditional procurement process. Cardholder’s Importance Highlights • Always stay within the established limits of the P-Card. Funds must be available at the time of purchase. • Single transaction cannot exceed $2,500. Never “split order” (put in multiple small purchases with the same vendor to make a complete transaction that over $2,500). • Procurement and Payable agents may execute transactions over $2,500 with proper documentation within the term of cardholder’s individual credit limits and settings and may be subject to additional approval when necessary. • P-Cardholder is liable and responsible for all purchases made on your P-Card. • Use the P-Card for official State purposes only. Improper use may be subject to disciplinary action. • Keep P-Card and account information in a secure place. • Do not give the P-Card to anyone to use (even the same department). • Do not share any passwords related to the P-Card or any online certification. • Items should be purchased first from Preferred Sources, followed by NYS Contract vendors, and then MWBE vendors. • If the item is not available from any of the above, P-Cardholder must be able to substantiate reasonableness of price. • Reconcile, certify, and submit monthly statements to your immediate supervisor for review and approval no later than 15-day of the month closing the monthly billing cycle and submit the approved cardholder statement to Accounts Payable within 5 business days afterwards. Authorized Procurements include • Purchases up to $2,500 maximum (or lesser amount assigned by departmental manager) • Always validate you are not paying NYS Sales Tax on purchases. • Must maintain appropriate documentation as outlined below.

• Subscriptions • Memberships • Conference registrations • Preferred Sourcespurchases

• NYS Contract purchases • MWBE Vendor purchases • Books • Supplies and materials • Equipment up to $1,500 [1] (except computer equipment – see restrictions)

Last updated 10/2022

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