Procurement Card Guidance 2022

How to use P-Card to make purchases? Before placing order

• Make sure funds are available in the account (usually default) that you intend to make payment from. Use the SUNY SMRT system to see available funds in particular accounts. To ensure departments to not exceed their allocation in any fiscal year, the program administrator may limit use of the procurement card during the 12 th month of the SUNY Fiscal Year (June of each year). • Locate item you are purchasing. You should utilize if possible: 1 st  Preferred Source Vendors  Corcraft, https://corcraft.org  NYSPSP, https://www.nyspsp.org  NYSID, https://www.nysid.org 2 nd  NYS Contracts, http://www.ogs.ny.gov/Purchase/Search/default.asp 3 rd  MWBE Vendors, https://ny.newnycontracts.com/FrontEnd/VendorSearchPublic.asp?TN=ny&XID=4687 • Keep a record of price reasonableness to justify vendor if not using one of the above sources. Include all vendor quotes as backup. • Inquire if the vendor accepts VISA prior to the purchase being made. • Inquire if the vendor has our Tax-Exempt status on record. Procurement of good and / or services in NYS are exempt from sales and use taxes. Our tax exempt # is 14740026K . If needed, please contact Business Office for a copy of Tax-Exempt documentation. Placing order • Orders may be placed via phone, fax (be sure account information going to an individual not a general fax number), on-line, or in person. Be prepared to provide the following information to the vendor:  Cardholder name and account number  Account expiration date  3 digits security number at the back of the card  Ship to address, including “VISA” and cardholder’s name and room number, should appear on the outside of the package to assist delivery. • Orders typically require the use of an order form. IF an order form is not provided by the vendor, then use a Purchase Requisition to document your purchase. • On-line orders should be printed before being submitted. Do not rely on confirmations after the orders have been place. All retail purchases require a comprehensive, itemized receipt. • To ensure proper utilization of the P-Card, all transactions must clearly identify the items being bought, the quantity, where and to whom they are being delivered (specific room, and individual). Also, transactions must indicate the business purpose of the purchase. If the order is to be delivered to a place other than the College, for e.g., a patient’s residents, an explanation / justification must be attached to the transaction. • Cardholders should be prepared to obtain the following information form the vendor and note in the Procurement Record:  Name of customer service representative receiving the order if placed by phone.  Cost for each item including any / all shipping charges. If the vendor is unable to provide an exact shipping charge, please obtain an estimate.  Anticipated delivery date that product will arrive, or service will be completed.

Last updated 10/2022

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