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VISA Policies & Procedures
| Authorized Purchases | Restricted Items |
The Citibank VISA Purchasing Card (VISA) program is ideal for small dollar purchases (<$2500) as defined by New York State. It increases departmental efficiencies and decreases administrative costs associated with the processing of small dollar purchase orders. However, there are specific commodities that are suitable and recommended for use with the VISA program while there are others that are not.
Authorized Purchases
- Purchases up to $2500 maximum (or other limit assigned by dept. manager)
- Subscriptions
- Memberships
- Conference registrations
- NYS contract purchases
- Preferred Source purchases
- Books
- Supplies and materials
- Equipment up to $1500* (except computer equipment - see restrictions)
- Film processing
- Printing
- Repairs of equipment not covered by maintenance agreement
- Shipping Charges (up to 10% over single per-transaction limit)
* "Property of...." stickers required
Restricted Items
- Computer-related equipment (including printers) ** 7/1/09 see change in policy
- Equipment (other than computer) exceeding $1500
- Personal use
- Alcoholic beverages
- Orders exceeding $2500
- Items purchased separately that when purchased together (either same vendor or same commodity) in 60 days would exceed the $2500 limit (split ordering)
- Employment Advertising
- Gasoline
- Medical services
- Gift certificates/cards or any other cash equivalent
- Savings bonds
- Cash advances
- Cash back (rebates) on purchases
- Cash refunds on returns
- Controlled substances (e.g. narcotics and prescription drugs)
- Live animals
- Radioactive materials
- Specialty gases/cylinder rentals
- Financial and/or non-financial agreements requiring signature of representative of College
- Contracted services from an individual
- Leases, rentals
- Insurance
- Travel/entertainment (i.e., airline, car rental, lodging and reservations, restaurant, etc.)
The following is a list of "best practices" for VISA cardholders to follow:
- Always stay within the established limits of the account. Do not "split order" to accommodate use of the card.
- Use the card for official State use only.
- Whenever possible, utilize the use of NYS Contracts, Preferred Sources and Minority/Women-Owned Businesses (M/WBE).
- Be able to substantiate reasonableness of price for items and/or services purchased.
- Keep card and account information in a secure place. Never allow the use of the card or even the account number by another person.
