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Procurement & Payment Services

Citibank VISA Purchasing Card Program

Introductory training sessions are held the beginning of each semester for departments who wish to apply for a Citibank VISA Purchasing Card.

If you are interested in hearing more about the purchasing card program, or in attending a training session in the near future, please contact Donna Napier at x5139 or Gretchen Morith at x5141. Below is more information that may answer questions you have:

What is it? The New York State Purchasing Card program is a powerful and efficient tool to assist cardholders in making authorized purchases. It reduces costs and can expedite the procurement process.

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Why do we need it? How much do you estimate it "costs" to buy something? If it is a workplace purchase, probably more than you think. Most people do not consider the administrative costs of procurement (e.g., processing of paperwork and personnel) in addition to the item's actual purchase price. Processing purchase orders and payment vouchers is an expensive and time-consuming process. Studies estimate that the cost of processing one purchase requisition averages $100 plus the actual cost of the item. Additionally, the time to complete the process averages 7-9 days. One way to reduce paperwork and allow for more timely purchases is to use the Card sponsored by the Office of General Services, (OGS). In other words, "Charge It" !

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Where did it come from? New York State's 1995-96 Executive Budget recommendations introduced a purchasing practice expected to reduce paperwork and expedite payment to vendors by using a procurement card. Modeled after successful programs used in the Federal government and the states of California, Virginia and Oregon, American Express (AMEX) was awarded the contract in 1996 to provide NYS with procurement card services. In late 2003, Citibank VISA was awarded the contract through 2008.

The Citibank VISA Purchasing Card enables cardholders to make authorized purchases directly from a vendor without processing the purchase orders or purchase authorizations. Initially, the program allowed cardholders to make purchases of $500 or less with the Purchasing Cards. In October 1997, the maximum transaction limit for any agency participating cardholder was raised to equal the respective agencies' Quick Pay Threshold. For SUNY College at Brockport, transaction limits are a maximum of $2,500.

Purchasing Cards may not be suitable for all procurement transactions, but it makes sense for those low-dollar transactions that typically account for up to 70% of the purchase orders/requisitions processed.

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How will it help? Use of the VISA Purchasing Card reduces purchasing costs by as much as 80%. Typical purchase order processing costs average $100. However, studies estimate that a typical procurement card transaction averages between $5-$20.

Administrative costs are also reduced by consolidating multiple supplier transactions processed by Purchasing and Accounts Payable into one monthly payment to Citibank VISA. This change in process allows our buyers to spend more time on value-added tasks and high-dollar transactions where negotiating and contract implementation can achieve a more significant dollar savings.

Proper use of the Purchasing Card can reduce the time between requesting, ordering and actual receipt of goods or services. One agency reported that transactions, including the receipt of merchandise and payment, have been completed in the same time that it used to take to get a purchase order issued after a requisition was completed.

Vendors reap the advantages of a procurement card transaction since payment is made quickly to them by the credit card company. This reduces their risk of late payment.

The purchasing card program is also helpful for those employees that work in the field and often require emergency or immediate purchases to complete the task as hand. Employees are given the flexibility to make the purchases they need, when they need them.

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Is it working? In 1999-2000, the Office of the State Comptroller (OSC) reported that they issued nearly two million checks that were less than $250 each. This did not include petty cash checks that were written by agencies. Although payments under $250 represented less than 3% of the total dollar amount of payments that were processed, they accounted for 67% of the total number of payments. Using the procurement card for these small-dollar purchases represents a substantial savings that is realized in time, processing costs and postage.

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When can I get one? The Cards are not meant to circumvent any of the State's purchasing laws. In fact, all users of the Card need to be trained on the expectations for using the card. As the State is moving toward electronic transmission of information, it has become increasingly important for agencies to reassess their systems of internal control. In the past, paper transactions were supported by multiple approvals and authorizations. Now, however, we are encouraged to focus more on the ethics and integrity of our employees, their competence, and their knowledge of the State system.

Procurement & Payment Services offers training sessions to introduce the NYS Citibank VISA Purchasing Card program to SUNY Brockport faculty and staff. The card offers an alternative procurement method to the requisitioning and petty cash processes. The card allows authorized individuals to make purchases using the charge card up to $2500 per transaction.

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Elimination of Petty Cash Program

The implementation of the new Citibank VISA Purchasing Card Program on campus has resulted in a higher number of vendors accepting the card. The need for a separate Petty Cash Program and the staff work the program generates, is no longer justified.

Therefore, effective January 1, 2005, the Petty Cash Program for SUNY Brockport was eliminated. All purchasing transactions are required to use one of the following processes;

  1. Citibank VISA Purchasing Card Account, or
  2. Purchase Requisition

Anyone interested in receiving a VISA Purchasing Card Account should contact Donna Napier, Procurement & Payment Services.

For more information, regarding the new Citibank VISA Purchasing Card Program, please click here.

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Toner & Ink Cartridge Recycling Program

The College at Brockport has been in partnership with Imagine It since November 2005 for ink and toner cartridge recycling. We are excited about the recent addition of our residence halls to the program effective March 2008. Used cartridges can be dropped off at the following locations across campus:

If anyone is interested in becoming a collection site, please contact Gretchen Morith, ext. 5141. Imagine It will accept all used toner and ink cartridges and will pick up cartridges as often as needed.

Monthly, Imagine It issues a check to The College at Brockport which is allocated as revenue to the campus grounds beautification account. Approximately $850 per year is received as revenue from Imagine It.

Any questions or suggestions should be directed to Gretchen Morith, ext. 5141.

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Mandatory Use of Purchasing Card

In a recent audit performed by the SUNY Office of the University Auditor, the recommendation was made that The College at Brockport adopt a program encouraging, if not mandating, use of the NYS Purchasing Card for all small dollar purchases. In an effort to address the audit recommendation and to improve efficiencies in the procurement process so that procurement staff can focus on significant cost saving measures, the use of the Citibank VISA Purchasing Card for purchases and payments up to $250 will become mandatory on July 3, 2006. (This was approved by Executive Council in late April 2005, but we have delayed implementation of this policy until now so that it will coincide with the start of a new fiscal year.)

The only allowable exceptions will be for those purchases or payments where the payee will not accept a charge card. After verifying that a vendor will not accept a purchasing card, faculty/staff can:

  • Purchase the material, pay for the material, and request reimbursement using a requisition form and attaching an original itemized receipt.
  • Place an order with a vendor, request that the invoice be issued to your attention, and submit the invoice and requisition to Procurement & Payment Services for payment.

The requisition paperwork must include a statement that purchasing card use was not possible and why.

Vendor acceptance of the purchasing card has improved signifiantly with the recent implementation of the VISA Purchasing Card Program (when compared to the previous American Express Program). Using a purchasing card increases departmental efficiencies and decreases administrative costs associated with the processing of small dollar purchase orders and payments. It also expedites purchases and payments. The purchasing card can be used for purchases/payments up t o$2,500, but department heads can set lower limits, if necessary.

For those faculty/staff that do not currently have a purchasing card but are responsible for making purchases on behalf of the College or submitting small dollar requisitions to Procurement & Payment Services (conference registrations, subscriptions, memberships, etc.), we strongly encourage applying for a VISA Purchasing Card as soon as possible by contacting Donna Napier at 5139. Donna can also provide information pertaining to use of the purchasing card at Wegmans' (College Shopper's Club for Business Program).

In order to meet the audit recommendation, beginning July 3, 2006, requisitions under $250 that do not comply with this new policy will be returned and payment will have to be made using non-State funds.

This policy does not apply to travel (employee airline costs, car rental, lodging, etc.).

Please see Procurement & Payment Services Policies & Procedures for more information.

Questions and concerns should be addressed to Donna Napier at 5139.

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