Procurement Card Guidance 2022

prepayments) • Documentation for specific events related to the purchase is maintained with the order form. • Pricing quoted is considered fair and reasonable from reliable/responsible vendors and is billed as expected. • All levels of authorization are being adhered to. • Based on the results of an individual audit, a follow-up audit may be required at a future date. Audit Conclusions and Corrective Actions Following the completion of an internal audit of a VISA P-Card account, the cardholder and respective department manager will be debriefed of the outcome and receive copies of audit reports. These audit reports will include any discrepancies that were noted during the audit as well as suggestions for improvements. The following outcomes may be utilized for failure to follow the VISA Policies and Procedures: • Purchases made, that are deemed as inappropriate state expenditures, are required to reimburse to the respective State account using non-State funds. The funds may include appropriate grant funds, other external funding sources or reimbursement by the individual cardholder. Documentation indicating such reimbursement must be forwarded to the Program Administrator immediately. • Cardholders who are determined to not be adequately following these procedures may be requested to receive additional training and additional oversight by their department managers and/or program administrator. Non-compliance with procedures may result in revocation of the P-card. • Intentional misuse of the card will result in revocation of P-Card privileges and may result in disciplinary action and/or requirement for reimbursement of charges to NYS. How to report a lost/stolen Card Any lost or stolen P-Card must be reported immediately to JPMorgan Chase at 1-800-316-6056. 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. Cardholders must promptly report lost or stolen account numbers and cards to JPMorgan Chase and notify the Program Administrator, Ting via email yleeshue@sunyopt.edu or call (212) 938-5945. Liability New York State will be initially liable for all charges to the P-Card except for fraudulent use of the card by a supplier and/or an employee, those in excess of the single per-transaction limits, and any other limits imposed by participating State agencies. Cardholders themselves will be responsible to reimburse the State of New York for any charges incurred as a result of misuse or fraudulent use of the card.

Last updated 10/2022

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