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Home :: Administration :: Administration-Finance :: Procurement Card Guidelines

Procurement Card Guidelines


The purpose of the Citibank Visa Corporate Procurement Card (P-Card) is to establish a more efficient, cost effective method of purchasing and payment for small dollar purchases. The procurement card will enable cardholders to make authorized purchases directly from a supplier without processing the traditional paperwork. Cardholders will be able to make purchases up to $2,500 per transaction with the procurement card.

The cardholder will not be billed directly for the charges, but will receive a monthly statement of information online at The State of New York will be liable for all authorized charges made using the procurement card.

Travel expenses may not be charged on the Citibank Visa procurement card. Registration fees may be charged to the procurement card provided there will not be any travel-related expenses.

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Vice Presidents or their designees will identify the employees who are to receive a procurement card. Cards are issued to individuals (not to Departments). It is important to ensure that each person receiving a procurement card is familiar with State/SUNY/Farmingdale procurement policies and procedures.

P-Card holders should familiarize themselves with the OGS Bulletin “Procurement Card Guidelines,” found at:

Each cardholder will be responsible for verifying all charges associated with their specific account number. No unauthorized purchases will be permitted. Any employee making unauthorized purchases will be subject to appropriate disciplinary action.

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The P-Card is available for use with State Purpose, Dormitory and Income Fund Reimbursable (IFR) accounts.

  1. Application/Authorization Form
    To obtain a procurement card, a Procurement Card Application (Attachment A) must be completed and approved by your supervisor or department head, if applicable, and forwarded to the Purchasing Department, attention Lisa Hiltonsmith, Campus P-Card Program Administrator, Purchasing Office, Whitman Hall, Room 272.

  2. Approved Applications
    Periodically, the Campus P-Card Administrator submits approved applications electronically to Citibank®. Cardholders are required to attend the mandatory training program, after which they will sign a form acknowledging attendance at the training session and receipt of the P-Card Guidelines (Attachment B).

    Cardholders will be notified via email when their cards are ready (could take up to 4 weeks). Cardholders will be required to sign a form acknowledging receipt of their card (Attachment C).

    If a card application is not approved, the Campus P-Card Administrator will notify the applicant in writing indicating why the application was rejected.

  3. Access to the State Accounting System (CENT)
    In order to participate in the Citibank® Procurement Card program, cardholders need access to the State Accounting System (CENT). Access will allow the cardholder to complete the required monthly electronic reconciliation of their transactions via the SUNY/AEPC system.

    Once your P-Card application is approved, you will be required to complete a Network System Access form to obtain a user ID and password for CENT. The form may be submitted directly to the email account of Lisa Hiltonsmith, Campus P-Card Program Administrator. The form (Attachment D) is also available via the internet at

  4. Citibank® Procurement Card Distribution
    OSC guidelines require the cardholder to attend a mandatory procurement card training session held by the Purchasing Office before receiving their card. The training will cover:

    • The appropriate use of the card
    • How to use the card, including what information to give vendors
    • The reconciliation of purchases, including how to handle disputed charges
    • How to use the AEPC system
    • What to do if your card is lost or stolen
    • General Purchasing Requirements
    Cards will not be activated and distributed by the Campus P-Card Administrator until:
    1. Cardholders have attended the mandatory procurement card training session and completed and returned the Cardholder Training and Acknowledgment Form (Attachment B).
    2. Cardholders have returned the NYS Citibank Purchasing Card for Authorized Users Acknowledgment form (Attachment C) available at:
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  1. Procurement Card Security

    Procurement cards should be kept in a secure location accessible only by authorized personnel. The cardholder is the only authorized user of the card. Lending cards to other staff members is strictly prohibited. Safeguard card numbers at all times. Do not reference account numbers in documents and files that are not secure from unauthorized access. When providing account numbers to vendors, make sure numbers are not heard by others. Instruct vendors not to place card numbers on address labels of packages.

  2. Use of Appropriate Vendors

    The Citibank® Procurement Card allows personnel to order and pay for authorized purchases in a more efficient way. When making purchases with the procurement card, the cardholder should:

    • Understand and adhere to P-Card Program, State, SUNY, and Farmingdale Purchasing Guidelines.
    • Use preferred sources when an item is available from them.
    • Purchase the item from an Office of General Services’ contract vendor when the item is available on statewide contract. To determine if a desired item is available on a state contract, go to or contact the Purchasing Office at 420-2245. Cardholders, who do not use vendors on State contract, must justify the price paid to the vendor.
    • Purchase items from M/WBE vendors or small businesses when possible.
    • Ensure that Vendors accept the Citibank® Procurement CardZ If an item is not available on state contract, cardholders can purchase the item from any vendor that accepts the Citibank® Procurement Card. If a vendor does not accept the Citibank® Procurement Card, notify Lisa Hiltonsmith, the Campus P-Card Administrator. Items from vendors that do not accept credit cards may have to be ordered via the Procurement System.

    Remember the procurement card is not intended to circumvent established State, SUNY, or Farmingdale Purchasing Guidelines.

  3. Appropriate Purchases
    1. Per Transaction Dollar Limit
      Individual transactions on the card cannot exceed your approved P-Card Limit, typically $2,500. Splitting orders to avoid the transaction dollar limit is prohibited. Spending more than your transaction limit at a vendor in one day or in two consecutive days will be considered a split order. Splitting orders may result in suspension of card privileges while the matter is investigated and actions up to, and possibly including, revocation of card privileges may be taken.

    2. Procurement Card Credit Limit
      Individual P-Card limits must be approved and will be communicated to the cardholder. A Cardholder’s P-Card limit will initially be set at an amount not to exceed the OTPS budget amount associated with the account for which the P-Card was issued. P-Cards are coded to charge that account automatically.

    3. Freight
      The $2,500 transaction limit includes any shipping charges associated with your order. If your transaction total including shipping exceeds $2,500, the Citibank® Procurement Card cannot be used.

    4. Examples of Authorized Purchases
      • Items on a centralized commodity “P” contract. (“P” contracts are centralized New York State contracts awarded by the Office of General Services.)
      • Maintenance/Repairs of Equipment
      • Books
      • Supplies and Materials
      • General equipment *
      • Film Processing
      • Printing
      • Registration Fees for Conferences and Seminars
      • Subscriptions
      • Membership Fees
      • Shipping Charges (UPS, Federal Express, etc.)
      • Freight

      * Cardholders may have to complete the New Asset Receipt form (Attachment E) for certain equipment purchases. See section F, below, for guidance.

      NOTE: All technology purchases must be approved by the IT department. Email IT at for approval prior to any technology purchase. Documentation supporting IT’s approval must be attached to the month end documentation submitted to Accounts Payable.

    5. Restricted items:

      This list is NOT all inclusive

      • Personal Expenses
      • Food and Beverages
      • Travel and Entertainment Expenses
      • Charitable Donations or Political Contributions
      • Non-employee compensation (Consulting Services/Guest Speakers)
      • Leases or Rentals
      • Hazardous Materials
      • Gifts and Gift Cards
      • eBay and PayPal
      • Controlled Substances **
      • Cash Advances/ATM Transactions
      • Gasoline
      • Medical Services

      ** Health & Wellness Center may purchase prescription drugs – this is the ONLY exception to this restriction.

      Cardholders who use their procurement card inappropriately are subject to disciplinary action. See Section VII of these guidelines, regarding cardholder responsibilities.

  4. Making Purchases With the Procurement Card
    • Make sure funds are available
      Always verify that the uncommitted balance in Other Than Personal Service (OTPS) within your account is sufficient to cover the cost of your procurement card purchase before placing an order. Consider the Visa purchases made during the month that have not been posted to your account when determining the available balance in OTPS.

    • Notify the supplier you will be using the Citibank VISA Corporate Procurement Card and verify that they will accept it.

    • Identify yourself as a New York State employee

    • Notify suppliers that the purchase is tax exempt and provide the NYS Tax Exempt Number (14740026K). If the supplier requests a Tax Exempt Certificate, contact Lisa Hiltonsmith, Campus P-Card Administrator at 420-2245.

    • Identify the item and provide a complete description to the supplier. If available, use the item number as shown in the catalog, the manufacturer’s name, model number, and/or part number.

      • Indicate the exact quantity you are purchasing
      • Ask for the full dollar amount of each item
      • Ask if there will be any additional charges for shipping. If so, consider additional charges in the total amount of the purchase.
    • Give the supplier your name as it appears on the card, the account number and expiration date.

    • All merchandise should be shipped directly to Central Receiving. The shipping label should be clearly marked “VISA” and include the cardholders name and department/location.

      Under no circumstances should a package be shipped to a cardholder’s home.


    • Request the following information from the vendor:

      • Order confirmation number
      • Cost of the purchase (including freight)
      • Expected delivery date
      • Receipt/Invoice (see section E - Documentation in Support of Purchases)
    • Accuracy of order - Always check goods delivered to confirm:

      • The items delivered are what was ordered and are in acceptable condition.
      • The price charged is equal to the price quoted when ordered.
    • If there are problems with an order, see Section IV-G for guidance on the return of merchandise and obtaining credit from a vendor.
  5. Documentation in Support of Purchases

    The following original documentation must be obtained by the cardholder for each transaction. The documentation will be used to (1) verify all purchases; (2) audit a specific card; (3) reconcile reported billing discrepancies; and (4) document purchase authority.

    • Itemized Vendor Invoice indicating credit card payment or Itemized Register Receipt & credit card transaction slip
    • Detailed Packing Slip indicating items shipped
    • Order Form for subscriptions, memberships, and conference registrations
    • Detailed Order Confirmation email for internet transaction
    • New Asset Receipt Form (Attachment E) in support of equipment purchases (if applicable).
    • IT Approval in support of Computer Purchases.
  6. Receipt of Equipment Purchases

    In accordance with SUNY and Farmingdale College’s Property Control policies, any equipment purchase costing $5000.00 or more and “walkable” items below $5,000.00, must be reported to the Property Control Office, Service Building. “Walkable” items are those that may have a cost or value below $5,000.00, but due to the type and nature of the asset, accountability is required. “Walkable” assets include, but are not limited to the following: cameras and camera equipment, televisions, laptop/notebook computers, audio visual equipment, and any other asset the end user feels may fit into this category.

    This information will enable Property Control Office to determine the appropriate tagging and reporting of the purchase.

    • Contact the Property Control Office at 631-794-6106 for assistance with determining if a New Asset Receipt Form should be completed.
    1. Returning Merchandise to a Vendor
      • Promptly notify the vendor that a return is necessary.
      • Provide cardholder’s name, card number, phone number, and the confirmation number of original order.
      • Obtain a return authorization number from the vendor.
    2. Credit for Returned Merchandise
      • Credit must be requested for the card used in the original purchase.
      • The vendor should issue a credit receipt to document the return of the merchandise.
      • Provided the vendor has authorized a credit to an account, it should appear on the next statement received by the cardholder. If a credit is requested late in the month, it may not appear on a cardholder’s statement until the next billing cycle. Monthly charges from Citibank® must be paid in full. During the reconciliation process, do not reduce billing statements by the amount of any anticipated credit.
    3. Inappropriate Charges on Monthly Statement
    4. Disputed Charge Investigation by Citibank®

      Once Citibank® customer service has been notified about a disputed charge that can not be resolved with the vendor, the following will occur:

      • Citibank® will open a charge investigation
      • Cardholder must complete a notarized affidavit of unauthorized use form which the P-Card Program Administrator will fax to Citibank.
      • This form is available upon request from the P Card Program Administrator.
      • The cardholder’s account will receive a temporary credit.
      • Upon completion of the investigation, the cardholder will receive a determination letter from Citibank®. If they determine that the charge is invalid, a permanent credit will be applied to the cardholder’s account. Otherwise, the temporary credit will be reversed.
      • When determining your available balance in OTPS, treat the funds for any disputed charges as committed and unavailable, until a permanent credit is received.
  8. Statement/Account Reconciliation
    1. Daily/Periodic Review of Charges:
      Cardholders can view their statements on CitiDirect at the end of each billing cycle or periodically throughout the month at (See Section IX for system access instructions)

      The Cardholder should review the Citibank statement for accuracy and reconcile each transaction with the vendor receipts and/or invoices. The cardholder review should include the following questions:
      1. Did I purchase all items appearing on the statement?

      2. Are there any items I purchased that do not appear on the statement? Keep documentation associated with these purchases until the following statement. If the charge still does not appear, contact the vendor.

      3. Does the amount quoted to me by the vendor match the amount I was charged for each item? Was I charged tax or freight I was not aware of?

      4. Did I receive all items ordered in satisfactory condition? If not, the cardholder should ensure the items are received in satisfactory condition within the 60-day dispute window or dispute the charge.

      5. Do credits appear on the statement in the proper amount for any returns?

      6. Have I retained a copy of my transaction documents for my records?

    2. Month End Reconciliation:
      Citibank® will issue a monthly summary report electronically to each participating cardholder for expenses incurred during that particular billing cycle via the Citibank website ( Additionally, the cardholder is required to reconcile their VISA account on a monthly basis in the SUNY/CENT system. (See Section VIII for system access instructions):
      1. The Campus P-Card Administrator will notify all cardholders via email once the electronic copy of the bill/statement is available on the CENT system.

      2. Once email notification is received, the cardholder may download the previous month’s statement. The electronic copy of the previous month’s bill usually becomes available during the second week of the current month.

      3. The Cardholder should review the Citibank statement for accuracy and reconcile each transaction with the vendor receipts and/or invoices.

    3. Monthly Certification:
      1. After completing the hard copy reconciliation, electronic certification must be completed on the SUNY/AEPC system within 10 business days after the Citibank statement becomes available on the Cent system.
        • The Campus P-Card Administrator is available by email, by phone, and by appointment to assist cardholders who encounter problems while certifying monthly charges.
        Failure to reconcile the hard copy and electronically certify the monthly Citibank statement in a timely manner may lead to revocation of your Citibank Visa procurement card privileges and cancellation of your card.
    4. Supervisory Review
      • The cardholder’s supervisor must review the monthly card statement and receipts and sign the VISA card statement before it is sent to Accounts Payable. The supervisor must ensure that all transactions are for the official duties of the cardholder and are in accordance with State/Citibank and Farmingdale procurement guidelines.
      • The supervisor is responsible for ensuring that the cardholder abides by security policies as well as applicable requirements related to certification/reconciliation and documentation of all P-Card purchases.

    5. Submission of Documents to Accounts Payable
      After the cardholder completes their certification on SUNY/AEPC, they must immediately send the following to the Accounts Payable Office, Horton Hall, Room 155:
      • The monthly VISA statement, with Supervisory review and approval;
      • The supporting original documentation/receipts for each charge on that month’s statement. Supporting documentation should be attached to the statement and arranged in the order the charges appear on the statement.
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  1. Internal Control Review
    Cardholder accounts may be subject to periodic internal control reviews and audits designed to protect the interests of New York State. By accepting the card, the cardholder agrees to comply with these reviews and audits.

    The Internal Control Office will perform an ongoing review of the P-Card program. The purpose of the review will be to determine the cardholders’ preparedness for external audits.

  2. Procurement Card Internal Review Focus
    The Internal Control Review is intended to ensure Farmingdale, SUNY, and NYS Procurement Card Guidelines are being followed. The focus of the review will include, but not be limited to, the following inappropriate activities:
    1. Personal Purchases
    2. Unallowable Purchases
    3. Split Purchases
    4. Over-reliance on the Unavailable Documentation Form (Attachment G)
    5. Cardholders Allowing Others to Use Their Procurement Card
    6. Lack of Supporting Documentation for Transactions
    7. Failing to Certify Monthly Charges or Failing to Certify Timely
    8. Paying Sales Tax
    9. Failing to File a New Equipment Receipt Form
    10. Failing to use a Vendor on State Contract without justification
  3. Internal Control Review Issues and Recommendations
    Internal Control Review issues will be formally communicated to the cardholder, their supervisor, and the CFO of the College.

  4. External Audits
    External audits of cardholder activity will be conducted periodically by the Office of the State Comptroller (OSC). OSC auditors do NOT provide advance notice to the campus of a pending procurement card audit. In addition, an external audit may be conducted by the SUNY Audit Department. It is very important that a cardholder’s documentation be complete and promptly forwarded to the Accounts Payable Office.

  5. Procurement Card Audit Scope
    • Statements and supporting documentation for prior years will be retained in storage for 7 years for audit purposes.
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  1. Lost or Stolen Procurement Cards
    Lost or stolen procurement cards should be reported immediately to:
    • Citibank® Customer Service at 1-800-248-4553
      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.

    • Immediately following this verbal notification, the cardholder must notify the Campus P-Card Program Administrator, Lisa Hiltonsmith, at 420-2245.

    Following these verbal notifications, the cardholder should complete the Citibank® Procurement Card Maintenance Form (Attachment H) and send it to the Campus P-Card Program Administrator, who will notify cardholders when their replacement cards are ready.

    New York State will not be liable for any charges incurred by non-employees. Therefore, it is important to report immediately any lost and or stolen procurement cards or unauthorized use of the card to Citibank. Cardholders can be held personally liable for charges occurring after the loss or theft of the card, if the above notifications do not occur or do not occur in a timely manner.

  2. Cardholder Legal name Change
    If a cardholder’s legal name changes, a new procurement card must be issued. Submit the Citibank® Procurement Card Maintenance Form (Attachment H) to the Campus P-Card Program Administrator to request a card in your new name.

  3. Cardholder Termination of Employment or Transfer to another Department
    If a cardholder is leaving the College, or transferring to another department, the cardholder must provide the following to the Department Head/Supervisor of the account for which their procurement card was issued:

    • Their procurement card;
    • All copies of the cardholder statements and supporting documentation pertaining to the card; and
    • All documents pertaining to the current month’s P-Card transactions so that the monthly statement can be certified at the appropriate time.
    The Department Head/Supervisor must:

    • Send the card to the Campus P-Card Program Administrator who will direct Citibank to cancel all procurement card privileges for any cardholder that transfers to another department or leaves the College for any reason.
    • Designate a new cardholder and ensure a card application is submitted for that individual.
    • Reconcile the purchases of former cardholder.
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The procurement cardholder will not be billed directly for their charges, but will be able to access a monthly statement of transaction information. Employees who complete an application for the Citibank procurement card will not be subject to a credit check.

All authorized and appropriate charges incurred using the P-Card will be paid by the State of New York. The State of New York will be liable for all appropriate charges made using the P-Card.

The Citibank procurement cards are not for personal use. 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 employee may also be subject to other disciplinary action.


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View / download information on ACCESSING AND USING THE SUNY/CENT SYSTEM (pdf)

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View / download information about MONTHLY CARDHOLDER CERTIFICATION OF PURCHASES (pdf)

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  1. Questions about the Procurement Card:
    1. Contact:
      Lisa Hiltonsmith
      Campus P-Card Administrator
      Whitman Hall, Room 272
      E-mail Address:
      Phone: (631) 420-2245
  2. To report a lost or stolen Procurement Card, or Questions about your Citibank® account:
    1. Contact:
      Citibank® Customer Service
      Phone: 1 800 248-4553
      This number is available twenty-four (24) hours per day, seven (7) days a week.
  3. For assistance logging in to the Citibank Card Management Web site
    • Contact:
      CitiDirect Help Desk
      Phone: 1-800-790-7206, option 2
  4. To determine if a desired item is available on a state contract,
    • Contact:
      Lisa Hiltonsmith/Purchasing Assistant
      Phone: (631) 420-2245
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Frequently Asked Questions About The Citibank® Procurement Card
  1. Can a co-worker use my Procurement Card?

    No. Procurement cards can only be used by the cardholder. Lending the card to other employees is strictly prohibited.

  2. Will my card be mailed to my campus address?

    All cards are sent to the Campus P-Card Administrator. Should you receive a card in the mail, do not use it. Hand deliver the card to the Purchasing Office. Cards must be activated on the system first to ensure proper reporting for log creation.

  3. What do I do if I need to return a purchase?

    Contact the vendor directly and make arrangements for the return. Be sure to give the vendor your card number and order confirmation number, so your account will receive the appropriate credit.
  4. What do I do if my card is lost or stolen?

    Contact Citibank® Immediately and then contact the Campus P-Card Administrator. Follow up these verbal notifications by sending a copy of the Citibank® Maintenance Form to the Campus P-Card Administrator indicating the card was lost and whether or not a replacement card is necessary.

  5. How will I get my statement?

    Paper statements will not be issued. Statements will be available via the Citibank web site. Each cardholder will automatically be assigned a user ID and password. Citibank will send an email to cardholders informing them when the statement is ready for downloading from the web.

  6. How soon should cardholders activate their cards?

    The cardholder should activate the card as soon as he or she receives it.

  7. Is the electronic signature enough on a Cardholder acknowledgement form?

    No. To be sure that the cardholder has seen the acknowledgement agreement, we require an actual signature.

  8. Do we need the full 9 digits for the social security number?

    Citibank will use the last four digits of the social security number for identification purposes when a cardholder contacts them for account information and card activation. The full social security number is not required and will not be transmitted to Citibank.

  9. How do we dispute a charge?

    First, try to settle any dispute with the vendor. If f you are unsuccessful, contact the campus procurement card administrator to formally dispute the charge. A notarized affidavit of unauthorized use must be completed and faxed to Citibank.

  10. Can we adjust our bill for disputes or credits?

    All bills must be paid by the Campus in full within 30 days. If a dispute has been filed with Citibank, the bill will still be paid in full. All adjustments will be credited to your account(s) on the next bill.

  11. May a cardholder keep the same card when moving from one department to another?

    Yes, but cardholders must have the card coded to charge their new department’s account.

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  • Farmingdale State College Procurement Card Application (Attachment A)

    Purpose: Used to apply for a Citibank® Procurement Card.
    For further details on the application process, see Section III A, B on pages 1-2 of the Guidelines.

  • Cardholder Training Acknowledgement Form (Attachment B)

    Purpose: To confirm attendance at the Mandatory P-Card Training Session.
    See section III A and D, on pages 2-3 of the Guidelines for further information on Training.

  • New York State Citibank Purchasing Card for Authorized Users (Attachment C)

    Purpose: Used to document that cardholders have received a card and understand responsibilities associated with the P-Card.
    For details about when to submit this form, see section III B and D, on pages 2-3 of the Guidelines.

  • State University of New York, SUNY Account Application (Attachment D)

    Purpose: Used to request access to the SUNY Accounting System (CENT) which is required in order to participate in the P-Card program.
    See Section III C, page 2 of the Guidelines for further details.

  • New Asset Receipt Form (Attachment E)

    Purpose: Used to report the receipt of new equipment to the Property Control Office.
    For details about how and when to report the receipt of new equipment, see Section IV C (4), pages 4-5 of the Guidelines.

  • Cardholder Dispute Form (Attachment F)

    Purpose: Cardholders have 60 days from receipt of the credit card statement to dispute charges. A dispute form must be completed. The form can also be located at
    For further information, see Section IV G. (3) of the Guidelines.

  • Unavailable Documentation Form (Attachment G)

    Purpose: Used to document purchases when vendor invoices are unavailable.

  • Procurement Card Maintenance Form (Attachment H)

    Purpose: Used to report a lost or stolen procurement card and to request a replacement card. Form should also be used to request names changes and card limit increases.
    For details about lost or stolen procurement cards, see Section VI A, on pages 11-12 of the Guidelines.

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