Procurement Card Guidance 2022

Business Office. Enter a brief explanation of your purchase in the Funding Description section. • If you need to split payments between two or more accounts , enter the correct account number, sub object code, fiscal year, the amount to come out of one account, and a description, then click + Save/Add Next Account . • Once you have verified that the coding is correct, click Save & Return to get back to the Transaction Details page. • Verify that the funding is correct for the transaction, then click Save . • Once all of your transactions have been edited to reflect the correct data, click ✓ Certify . • After clicked ✓ Certify , read the disclaimer , enter comments in the Certification Reason/Comments section, then click ✓ Certify . Maintaining documents Cardholders are required to keep complete procurement records for every transaction made against the VISA account, debit or credit, from beginning to end for a total of seven fiscal years. This includes order forms, packing slips, invoices (if provided), event information (if applicable) and credit pending forms. It is important that cardholders maintain their records in an accurate and organized manner and be available at any time for post-procurement audit by the New York State Office of the State Comptroller, SUNY System Administration or SUNY College of Optometry Business Office. The billing cycle for P-Card runs from the 7 th of a month through the 6 th of the following month (e.g., January 7 through February 6 is the January billing cycle). Cardholders should maintain all open orders and respective documents in a separate folder to be matched to corresponding VISA statements at the end of each billing cycle. Once reconciliation and certification of these transactions have been completed, the statement with its respective backup documentation should be placed in a "closed" folder organized by billing cycle. Audit Requirements Business Office as well as the NYS Office of the State Comptroller or SUNY System Administration may elect to audit any, and all P-Card accounts at any time. Typically, the following information is reviewed during an audit: • Paperwork is maintained properly (i.e., original receipts with respective statements, maintenance in a secure location, confidentiality upheld, etc.) and reflects a complete procurement record, beginning to end. • Types of purchases made are within program guidelines and NYS Finance Laws (i.e., no split ordering, restricted items should be explained, use of the card should be for official State use with appropriate backup provided when applicable, no travel expenses, etc.) For non-typical purchases, provide additional documentation/explanation, as appropriate. • Items purchased are from permissible sources and/or Preferred Sources, NYS contracts, M/WBEs are utilized whenever possible. • Returns are handled properly (i.e., call tags and RMA numbers, proper use of Credit Pending Form, credits received on proper account, etc.) • Incorrect billings are handled properly (i.e., sales tax charges, incorrectly charged 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 rendered (no

Last updated 10/2022

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