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VISA Policies & Procedures

Authorized Purchases Restricted Items

The Citibank VISA Purchasing Card (VISA) program is ideal for small dollar purchases (<$2,500) 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 Procurement Card Program while there are others that are not.  The lists below are not all-inclusive and are subject to change.

Examples of Authorized Purchases

  • Purchases up to $2500 maximum (or other limit assigned by dept. manager)
  • NYS (OGS) Contract purchases
  • Preferred Source purchases
  • Repairs of equipment not covered by maintenance agreement
  • Books/Supplies for library, academic areas or offices
  • Lab supplies
  • Equipment up to $2,500* (See "Restricted Items")
  • Computer accessories
  • Desktop printers* (with some limitations)
  • Advertising
  • Conference/seminar registrations
  • Subscriptions
  • Memberships

* "Property of...." stickers required and added to department inventory list

Examples of Restricted Items

  • Orders exceeding $2500
  • Purchases being paid from an account outside the cardholder's departmental accounts
  • Split Ordering (items purchased spearately that wen purchased together would exceed $2,500 transaction limit)
  • Purchases with a possible future use and not a current need
  • All computer equipment, including PC, Mac, laptop, tablets, etc.
  • Pre-payment or deposits for goods/services
  • Services available through campus resources
  • Alcoholic beverages
  • Breakroom/kitchen supplies, paper products or appliances
  • Bottled water
  • Water or coffee services
  • First Aid Supplies
  • Holiday and/or party supplies/decorations/food
  • Greeting cards
  • Goods/services for personal use
  • Alcoholic beverages
  • Purchase through online auction sources, such as, but not limited to: Ebay
  • Medical Services
  • Gift cards or any other cash equivalent
  • Gifts or giveaways
  • Cash back (rebates) on purchases or cash refunds on returns
  • Creation of Paypal accounts
  • Controlled substances (e.g. narcotics and prescription drugs)
  • Live animals
  • Specialty gases/cylinder rentals
  • Radioactive materials
  • Any agreement/contract requiring signature of representative of the College, including, but not limited to: all software, rentals, leases, services, formal contracts, etc.
  • Insurance
  • Travel (i.e., airline, car rental, fuel, lodging, restaurant/meals, etc.) & entertainment expenses
  • Candidate and non-employee travel expenses

Cardholders should always utilize their p-card accounts following the "Best Practices" established by OGS, SUNY and The College at Brockport for maximum program success.

Questions related to appropriate use of the p-card should be directed to the Program Administrator, Donna Napier, at x5139.

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Last Updated 8/28/17