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 www.cards.citidirect.com. 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.
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.back to top
The P-Card is available for use with State Purpose, Dormitory and Income Fund Reimbursable (IFR) accounts.
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.
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:
Remember the procurement card is not intended to circumvent established State, SUNY, or Farmingdale Purchasing Guidelines.
* 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 ITApproval@farmingdale.edu for approval prior to any technology purchase. Documentation supporting IT’s approval must be attached to the month end documentation submitted to Accounts Payable.
This list is NOT all inclusive
** 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.
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.
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.
Once Citibank® customer service has been notified about a disputed charge that can not be resolved with the vendor, the following will occur:
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.
View / download information about MONTHLY CARDHOLDER CERTIFICATION OF PURCHASES (pdf)back to top