P-Card Guidelines

Mandatory response due by April 30

Use of a New York State Procurement Card is subject to the following terms and conditions:

1. Cardholder Responsibility

   • You have been entrusted with a valuable tool – the NYS JP Morgan Procurement Card. By using this card, you are making financial commitments on behalf of the State. Cardholders must strive to obtain the best value for the State and follow established purchasing policies as appropriate. Before making any purchase, the cardholder must verify that sufficient departmental funds are available.

2. Authorized Use Only

   • The Procurement Card may only be used for authorized State business transactions. It may not be used for personal purchases or travel-related expenses (including restaurants). Cardholders may be personally responsible for reimbursing the State for any improper or unauthorized purchases including charges for sales tax, alcohol, or restaurant expenses.

3. Restricted Purchases
   • The Procurement Card should not be used to purchase apparel or furniture.
     • • Apparel purchase must be processed through a Purchase Order in Red Dragon Depot (RDD).
       • Furniture purchases must be coordinated through Facilities Management. Please refer to the Furniture Policy for additional details.
4. Audits and Compliance

   • The University and the Office of the State Comptroller (OSC) may audit Procurement Card transactions. Appropriate action will be taken for discrepancies or unauthorized charges. Any evidence of fraudulent use will result in an investigation and may lead to disciplinary action, including possible criminal prosecution.

5. Sales Tax Exemption

   • The University is tax-exempt and vendors should not charge sales tax. If sales tax is charged, the cardholder must contact the vendor to have the charge reversed and credited back to the Procurement Card. If you need a tax-exempt certificate, it is available on the Purchase website. If you are working to have tax removed when submitting your packet, note this in the comments section of the Procurement Log to inform the P-Card Administrator.

6. Charge Discrepancies
   • If there are discrepancies between the charged amount and the invoice amount, the cardholder must contact the vendor directly to resolve the issue or request a refund (for example, when receipts and invoices differ or sales tax is incorrectly applied).
7. Required Documentation

   • Cardholders must submit documentation for all transactions, including itemized receipts, packing slips, and any other supporting documentation with invoices. Freight or shipping invoices are required for shipping charges exceeding $500. These invoices must be requested from the vendor at the time of purchase and included with your receipts.

8. Shipping Requirements

   • When placing orders. Cardholders must instruct vendors to ship items to:

   • SUNY Cortland

     3739 Stratton Dr.

     Cortland, NY 13045

     or another valid campus address.
     • Items may not be shipped to non-campus addresses (i.e., home addresses).

9. Procurement Log and Monthly Reconciliation

   • Cardholders must maintain a written or electronic Procurement Log.  You are responsible for retaining documentation for all purchases and returns and reconciling them electronically to the JP Morgan monthly billing statement. Monthly transactions must be certified, and your Procurement Log and P-Card packet must be completed by the due dates provided by the P-Card Administrator. Campus-wide certification and account reconciliation cannot be completed until all cardholder accounts have been certified.

     Reminder: Both the Procurement Log and the FMS certification page must be signed by the cardholder and their supervisor.

10. Late Submissions
    • Cardholders who are consistently late in certifying transactions or submitting required documentation may have their card suspended. Paperwork more than 60 days overdue will automatically result in cardholder suspension until all documentation is received.
11. Policy Compliance
    • All policies and procedures established by New York State and SUNY Cortland regarding Procurement Card use must be followed. Failure to comply may result in revocation of card privileges or other disciplinary action, including possible termination of employment.
12. Card Ownership
    • NYS JP Morgan Procurement Cards remain the property of New York State. The card must be returned immediately upon request, employment termination, retirement, or department transfer. The P-Card Administrator must be notified promptly of any employment changes affecting cardholders.
13. Cardholder Manual
    • Cardholders and their supervisors are responsible for following all rules outlined in the Purchasing Card Program – Cardholder Manual, available on the Purchasing website.
14. Lost or Stolen Cards
    • If your Procurement card is lost, stolen, or compromised, you must immediately report it to JP Morgan at 1-800-316-6056 and notify the P-Card Administrator.

Important Notice

To ensure compliance and accountability, signed certifications from both the cardholder and their supervisor must be received by April 30. Failure to submit certifications by this date will result in the cardholder’s account being suspended until the documentation is received.

P-Card Administrator Contact Information

• • Danielle Lewis
  • [email protected]
  • Extension 2407
  • Additional Purchasing & Accounts Payable Office contacts are available on the Purchasing & Accounts Payable Staff page on the website.

Disclaimer

SUNY Cortland reserves the right to modify or update Procurement Card policies, procedures, and guidelines at any time at its discretion. Cardholders are responsible for adhering to the most current policies in effect.

Upon review of these guidelines, cardholders and their supervisors are required to submit their annual acknowledgement confirming that they have reviewed and agree to these guidelines.

Annual New York State Procurement Card Guideline Review Acknowledgement

You will receive an email from JP Morgan when your statement is available. Do not complete SUNY certification until you receive an email from the P-Card Administrator notifying you to do so.

Step 1: Print your JP Morgan Statement

• • Go to: paymentnet.jpmorgan.com.
  • Click Statements on the PaymentNet menu.
  • If you have more than one (1) account, use the For-Account dropdown to view the statement for another account.
  • To view the statement for a different billing cycle, select the appropriate date from the Billing Date dropdown.
  • Click View Statement (PDF)
  • When prompted, choose whether to open the statement in a new browser tab or save a copy.
  • Use Adobe PDF Viewer to print the statement.

Note: You can also view and download statements directly from the Cardholder Dashboard. Go to Statements, click  View to open a statement, click Download (PDF) to save a copy.

Step 2: Certify Purchases in the SUNY Financial Management System (FMS) 

• Go to the Cortland website and click on myRedDragon.
• Click Faculty/Staff.
• Select SUNY Portal Logon on the right side of the page.
• Within Business Systems Applications, click Finance & Management System.
• Click the Finance tab.
• Select  Cardholder Statement.

Review and Verify Purchases

• • Using the Statement Cycle dropdown to select the correct statement cycle.
  • Under Statement Detail, review your purchases and verify the account number(s) being charged.

To Change an Account Number

• • Click Edit next to the charge.
  • Under Funding Information, click Edit Funding.
  • Delete the current account number.
  • Enter the new account number.
  • Available accounts will populate in the dropdown
  • Select the correct account
  • Click Save & Return.

To Split Code a Transaction

• • Change the amount to be charged to the account displayed.
  • Click Save/Add Next Account.
  • Enter the additional account information
  • Once all changes  are completed, click Save on the Transaction Details page.

Certify the Statement

• • Once all transaction changes are complete, click Certify.
  • A disclaimer will appear. Review it.
  • Click Certify again.
  • On the Statement Detail page, click on Cert Print at the bottom of the page.

This is your Certification Page and must be included in your P-Card packet.

Required Documentation for your P-Card Packet

You must send the following documents to the P-Card Administrator and retain copies for your records:

• Procurement Log
  • Must be completed, signed, and dated by the cardholder.
  • Must also be signed by the supervisor.
    • The supervisor’s name and title must be printed under the signature
  • Include the account number for each purchase
• JP Morgan Statement
• SUNY Certification page
  • Must be signed by the cardholder and their supervisor.
• Supporting Documentation
  • Include all supporting documentation for each transaction in the same order as listed on the JP Morgan statement, such as:
    • Itemized invoices
    • Packing slips
    • Paid receipts
    • Email confirmations
    • Any other relevant documentation

Freight/Shipping Documentation

• • Freight or shipping charges over $500 require a freight invoice.
    • These invoices must be requested from the vendor at the time of purchase.
    • The freight invoice must be submitted with the paid receipt documentation.

Important Notes:

⚠ Failure to submit proper documentation may result in temporary suspension of your procurement card.

⚠ Repeated failure to submit documentation may result in permanent suspension of your procurement card.

How-to Video -  How to Change a Dept Account Number when Certifying your P-Card

Durable equipment with a value over $5,000 must be tagged and recorded in the State’s Property Control System.

Whenever possible, these items should be purchased through the Purchasing and Accounts Payable Office with a Purchase Requisition. Questions about equipment should be directed to Chris Tucker, Director of Property Control and Print Services.

Please call ext. 2488 immediately upon receipt of equipment items that have not been ordered through the Purchasing and Accounts Payable Office to ensure that they are recorded in the Property Control System and tagged.

P-Card Application

Business Office Deactivation Form

Cardholder Quick Reference Card (PDF)

Digital Packet

• How-to Video: How to Create a Digital Packet
• P-Card Dropbox Instructions (digital submission):
  • P-Card Dropbox Instructions (PC)
  • P-Card Dropbox Instructions (Mac)

Procurement Log (PDF)

Purchasing Card Program - Cardholders Manual (PDF)

IT-related purchases (technology hardware; software; and any cloud or externally hosted systems, software as a service) need the review and approval of the Office of the Associate Vice President and Chief Information Officer or designee. 

As a general rule, IT purchases will be placed by Information Resources on behalf of the University. This ensures compatibility with existing campus systems and standards.

Please see the Information Technology Purchasing Policy.

• The University is tax exempt.
  • If sales tax appears on the invoice, the cardholder is responsible for contacting the vendor to have the sales tax charge credited back to their P-Card. You are required to pursue a vendor credit if there is a sales tax charge.
  • Tax Exemption Certificate

SUNY Cortland Tax Exempt #: 14740026K

SUNY Cortland Federal ID #: 146013200

• All shipments must be delivered to a valid campus address, preferably Central Receiving and must be clearly labeled “VISA”.  Documents should indicate the department's name to ensure proper on-campus delivery (deliver to 3739 Stratton Drive).  Any shipping charges over $500 must be accompanied by not only the vendors invoice, but the shipping invoice also.
• The State of New York is committed to doing business with Minority and Women-Owned Businesses. Cardholders should place orders for goods and services with Minority and Women-Owned business enterprises whenever possible. Prudent spending on commodities is also strongly encouraged and pricing consistent with State contracts is expected.
• It is the responsibility of the cardholder to ensure that department funds are available for each transaction processed on their Procurement Card before the purchase is made.  
• Contracts or written agreements need to be reviewed by a representative of the University – please contact the Purchasing and Accounts Payable Office at ext. 2305, for further information.
• Card-sharing is expressly prohibited and may result in revocation of card privileges. Accidental personal use of the card should be reported immediately to the P-Card Administrator who will advise you of steps to rectify the error. Suspected fraud or misuse of the card must be reported immediately to the Administrator as well as to your supervisor as soon as the situation is discovered.
• Participation in the Procurement Card program is a privilege and can be withdrawn.
  • If improper use is detected, the cardholder will be advised to use the card for official purposes only.
  • The cardholder will also be advised that all Procurement Card privileges will be suspended permanently if further violations occur.
  • The cardholder will be personally responsible for reimbursing the State for any improper and/or any unauthorized purchases.
    • A department may implement further disciplinary actions if necessary.
• New York State is liable for all charges to the Procurement Card except for fraudulent use of the card by a supplier and/or an employee, or cardholder.
  • You must be able to show business purpose for the purchase. New York State will not be liable for any charges incurred by non-employees. Therefore, it is important to report immediately any lost or stolen Procurement Card. Failure to comply with this notification process may result in the cardholder becoming personally liable for the fraudulent use of the card.
• Failure to send proper documentation, as well as, using the card inappropriately may result in liability for your purchases and permanent revocation of the card. 
  • Please contact the P-Card Administrator if proper documentation is not available, and certain purchases may require additional documentation if the purchase appears personal in nature.

Cardholders should verify that prices paid are reasonable. This can be done by comparing costs from other sources or historical costs.

“Reasonable” means a “fair market price” based on normal competitive conditions and not necessarily the lowest possible price.

OSC encourages agency awareness and consideration of vendor responsibility in all purchases and procurements. Cardholders should select reputable vendors to make purchases from.

The cardholder is responsible and accountable for all procurement card transactions. The cardholder must provide the business purpose for each purchase. Use of the card for personal items, cash advances, and business travel is prohibited. If you have questions regarding the appropriate use of the Procurement card, contact the Program Administrator at ext. 2407.

The Procurement Card may NOT be used for the following:

• Orders requiring advance payment, these are purchases in advance of when the item is available.
  • Exceptions: Dues, memberships, conference registrations & subscriptions are acceptable.
• Orders placed from home computers, as well as, orders for delivery to homes (you may be 100% liable for purchases for non-adherence).
• Alcohol, flowers, gifts, gift cards, gift certificates, jewelry, gaming software, etc.
• Meals off-campus (this includes all restaurants)
• Refreshments (ASC is acceptable as long as it’s an on-campus learning event). 
  • Documentation of the event is required whenever purchasing refreshments. 
    • Documentation includes: event announcement (flyer), list of attendees, business purpose and/or program, and copies of any advertising mediums.
• Payment to a state employee or any other person.
• Transactions exceeding YOUR per transaction limit.
  • Request a limit increase if the situation warrants.
  • Split ordering is expressly prohibited (2 or more partial payments for the same order).
• Rental of space, vehicle rental or equipment rental**
• Equipment leases, insurance
• All travel expenses: lodging, airfare, gasoline, metro cards, parking & taxi fees, etc., are explicitly prohibited without the prior approval of the NYS Comptroller’s Office.
• Reimbursable and personal expenses: airfare, gasoline, hotel accommodations, entertainment, meals and other out-of-pocket expenses

NOTE: Cardholder should not exceed more than 5% or $25 in credit card fees for a payment (whichever is less).

**If you need to rent a piece of equipment or rental space, please contact the Purchasing and Accounts Payable Office at ext. 2407 or ext. 5454, prior to doing so for proper approval.**

• The Program Administrator is the liaison between the University, JP Morgan Chase, and SUNY.
• The Program Administrator will setup the cardholder on the SUNY Network requesting the Visa card and provide training for all campus employees authorized to use the Procurement Card.
• The administrator will audit and retain monthly certification documents as well as scan and index documents within OnBase for electronic viewing.

Both the Procurement Card Administrator (Danielle Lewis) and the Associate Director of Purchasing and Accounts Payable (Casey Avery) are available for assistance regarding the Procurement Card Program at ext. 2407 and ext. 2307 (respectively).

“The Office of the University Auditor and the New York State Comptroller use a number of forensic accounting tools to detect potentially fraudulent, wasteful, and abusive expenditure activity as well as other inappropriate uses of State resources. We ask that all cardholders adhere to these policies and report suspicious or unusual activity to the appropriate authorities.” SUNY Office of Internal Audit

• It is the responsibility of the cardholder’s supervisor to review the JP Morgan Chase monthly billing statement and supporting documentation submitted by the cardholder to ensure that all purchases are for valid State business purposes.
• The supervisor signs and dates the Procurement Log to indicate approval for the purchases.
  • If there are discrepancies or disagreements, the supervisor must meet with the cardholder to obtain an explanation and have the problem resolved.
• Within five (5) days of receiving the certified SUNY statement, the JP Morgan Chase monthly billing statement, and accompanying documentation from the cardholder, the supervisor must complete his/her departmental manager certification via the SUNY network, sign and date the Procurement Log supplied by the cardholder, and forward them with all attachments to the Procurement Card Administrator.