As The College at Brockport Procurement Card Program continuously evolves, program updates and changes can be found here. Please visit often to see the most recent information about the P-Card Program policies and requirements.
Per procurement card program guidelines, computer equipment purchases are NOT permitted using a P-Card for payment.
Computer equipment is defined as follows:
Anything that may require IT support including but not limited to: PC’s, laptops and tablet computers which include the Apple iPad, Microsoft Surface, Nook or KindleFire devices. As new technologies become available to compete with existing tablet computers or other processing equipment, they will also be restricted as purchases on the P-Card.
Please review the correct ordering procedure which includes seeking authorizations through the Technology Procurement System or TPS. Any computer equipment that is not purchased following these procedures will require reimbursement of payment to the state account using a non-state funding source and may not be supported by IT.
If there are any questions about what can/cannot be purchased using a P-Card account with regard to computer technology, please contact IT or Procurement & Payment Services before the purchase is made.
Effective August 1, 2012, the per piece equipment limit on the Citibank VISA Procurement Card accounts were increased from $1,500 to $2,500 per piece of equipment.
Cardholders are still required to keep a separate departmental inventory sheet for equipment items less than $5,000 and place a property sticker on all equipment, to the extent possible. Additional property stickers are available by contacting Donna Napier at x5139.
Effectively immediately, the purchase of Hewlett Packard (HP) Printers must be purchased using a Citibank VISA account through Gholkar’s, Inc. only using the following procedures:
With the increase in the use of Apple devices, such as iPads, across campus, it became obvious that there needed to be a better way to purchase the apps required to perform the tasks needed on these state-owned devices. The problem with purchasing apps online through the iTunes App Store using a Citibank VISA Card is that transactions always include sales tax charges. To obtain a credit for sales tax from Apple is quite a cumbersome process only to get a check returned for a very small amount.
The iTunes Volume Purchase Program will make purchasing apps using the Citibank VISA Card much simpler since it provides tax exemption at the time of purchase and volume discounts, where applicable. Only authorized Citibank Procurement Cardholders are permitted to use the iTunes Volume Purchase Program for the purchase of apps that are considered appropriate use of state funds on behalf of their department. For more information or to obtain access as a Program Facilitator, please contact the LITS Helpdesk at x5151. The purchase of apps on the Citibank VISA Card will no longer be permissible using the iTunes App Store.
NOTE: The purchase of iPads using a Citibank VISA Card is NOT allowed. All computers (including iPads) must be purchased using a requisition process and receive prior approval through LITS using the Technology Procurement System (TPS).
Facilities & Planning has issued a memo regarding proper delivery procedures on campus. Please be aware, that the shipping information provided on the Citibank VISA order form is for normal UPS deliveries ONLY. If you require a delivery other than UPS such as another carrier, USPS, express or desktop, please refer to the instructions provided and attached.
Regardless of the type of delivery, please be sure to request “VISA” be on the outside of the package and the cardholder name and room number for delivery. This same information should also be noted on the invoice to make distribution of invoices faster and easier as all invoices are initially sent to Procurement & Payment Services.
In an 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 became mandatory on July 3, 2006.
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:
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 to $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 you to contact the Program Administrator, Donna Napier at x5139 to inquire about obtaining a P-Card.
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.
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