Unlocking Procurement Card Best Practices at UB Business Day 2009

1. Welcome To UB Business Day 2009Building the Bridge to SuccessProcurement Card Best Practices June 4, 2009 Procurement Card Group: Angie Rzeszut Debbie Kostran Mary Kvetkosky 1

2. Save Time and Money • The PCard simplifies the Purchasing process. • The University’s preferred method for authorized purchases up to $2500. • Flexibility and control to meet deadlines. Inventory down. • Internet purchases – No purchase orders accepted. • On average each PCard transaction results in a $67 savings in administrative processing costs. • Often the cost of processing the transaction exceeds the value of the order. The cost to process a $40 item may exceed $100. 2

3. Procurement Card Transaction 3

4. State – Citibank Visa PCard Assigned to state account(s). Can be used for a wide range of program related expenses. Assigned to an individual – not a Dept. University Liability Training is mandatory. No travel-related purchases. Limits $2500/single and up to 50,000/cycle Research–American Express PCard Linked to project/task/award(s). Used for project-related expenses. Allowability depends on the type of project. Assigned to an individual – not a Dept. University liability Training is mandatory. No travel-related purchases. Limits $2500/single and up to $10,000/cycle State and Research Funds 4

5. PCard is the University’s Preferred Method for Authorized Purchases up to $2500 • Registration fees for conferences • Seminars, memberships, subscriptions • Supplies – office, computer, scientific • Equipment and one-time repairs • Copying, printing • Advertising • State contract vendors • Online orders • Food purchases within the University’s Guideline • On campus at UB Micro, UB Bookstore, Print Services, Great Lakes Graphics 5

6. OGS – Office of General Services NYS www.ogs.state.ny.us/purchase Search by commodity: Athletic, Computer, Industrial, Library, Scientific Vendor: Stapleslink, UPS, W.W. Grainger, Laboratory Product Sales, Fisher Scientific, VWR 6

7. Books • Advanced Educational Products, Inc. • State contract and they are located in Buffalo • Dedicated UB Web Portal that accommodates our tax exempt status www.suny.aepbooks.com/ub • Account Manager for UB: Geoff Currier via phone: 446-0739 • Special quotes (website is based on quantities of one) • Cannot locate item • Website pricing is based on quantities of one. • Free shipping on all orders $25 or more • Barnes and Noble – www.barnesandnoble.com • Can accommodate tax exempt at checkout 7

8. Procurement CardRestrictions • No travel/entertainment expenses – (airline, car rental, parking, taxis, limos, buses, gasoline, lodging, etc.) • Transactions that exceed $2500 • Flowers, gifts, gift cards, personal use • Alcohol, restaurant dining • Maintenance agreements, leases, insurance, or anytime a written agreement needs to be signed by a representative UB • Cash advances • Controlled substances, live animals, radioactive materials, gas cylinders • Unlicensed items representing the University in any way that have not been approved by Trademarks & Licensing 8

9. State Visa PCard Declines – Why? 9

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11. PCard Everyday Purchasing Practices • Funds should be available in the account to be charged. • Item should have program or project-related purpose and allowable on PCard. • No split orders – stay within limits of the program of $2500. • Reasonable price • Notify the supplier that you are from the University at Buffalo at ask for any available state contract or educational pricing. • Notify suppliers that purchase is tax-exempt. • Maintain documentation - Original receipts/invoices. • Ship items to a University address. 11

12. Tax Exempt Forms New York State Research Foundation 12

13. Cardholder Responsibilities • Keep card number secure. • Card cannot be shared. • Reviews statement for accuracy ASAP at cycle close for discrepancies, items received, unauthorized transactions, possible disputes and sales tax paid. • State • Print statement and electronically reconcile activity in Host on Demand. Supervisor signs statement, and it is retained by the Department for 6 years plus the current year. • Research • Review mailed statement and submit a complete monthly summary with receipts/invoices for processing by the end of the month. 13

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16. Resolving an error or filing a dispute – State • Contact vendor to resolve errors. • Unauthorized activity, initiate dispute with Citibank and notify Procurement Card Group if a replacement card will be sent. • File Dispute within 60 days: • Access dispute form via www.cards.citidirect.com. • Select the transaction to be disputed and depress dispute button. • Complete form, print, sign, fax to Citibank. • Retain copy with your pending file. • Activity must be certified in anticipation of any credits. 16

17. Resolving an error or filing a dispute - RF • Contact vendor to resolve errors. • Unauthorized activity, call American Express and notify the Procurement Card Group if a replacement card will be issued. • Initiate dispute within 60 days. Phone AMEX 1-800-492-4920. • Retain documentation of dispute with your pending file. • Submit complete monthly summary, including item pending resolution for processing in anticipation of any credits or disputes

18. Audit of Transactions: • All transactions are subject to audit at any time by several areas: • Department Head/Supervisor or Principal Investigator • Procurement Card Group • Purchasing • Internal Audit • NYS Office of the State Expenditures, SUNY, OGS • Sponsored Projects Services, Sponsors, RF SUNY Central • Easy to comply: • Follow the guidelines, use the card appropriately. • Documentation and signatures. • Store documentation securely and produce when requested. 18

19. PCard Audit Findings: • Cardholder not printing the Citibank Statement. • Missing signature • Accounts not reconciled by end of the month. • Missing Receipts/invoices • Lack of sufficient documentation, order form, justification/description if unusual or unclear. • Accidental personal purchases • Duplicate payments • Emailing the card number. • Sharing the card. • Paying sales tax and not requesting a refund. • Splitting transactions • Purchasing restricted items. 19

20. UB Business Homepage- ubbusiness.buffalo.eduSelect a Quick LinkRF Procurement CardState Procurement Card 20

21. State Procurement Card Forms and Help • www.business.buffalo.edu/stateprocurementcard • Host on Demand (HOD) security violations – names posted on your screen or contact the Procurement Card Group for reset. • HOD access problems: hodsupport@buffalo.edu or local node support or Procurement Card Group. • Citibank – lost or stolen cards, questions about your account or declines, site access problems 1-800-248-4553 or contact Purchasing at 645-2676. • Statement and Dispute form: www.cards.citidirect.com 21

22. RF Procurement Card Forms and Help • www.business.buffalo.edu/rfprocurementcard • American Express – lost or stolen cards, questions about your account or declines, disputes 1-800-492-4920 or contact Purchasing at 645-2676. • Online access to Statement: www.americanexpress.com/checkyourbill 22

23. Changes to the Cardholder Profile: Email or call the Procurement Card Group: Cardholder legal name change Physical address Email address Phone number Supervisor Account number or to add additional account numbers Use maintenance form Cards lost or stolen or replaced due to unauthorized activity Leaving Department or University– contact us to cancel the card and return the cut up card to our office. 23

24. University Policies • UB Policy and Internal Control Office • Early recognition of a problem can prevent something small from becoming big.  It’s also the right thing to do. • http://www.business.buffalo.edu/policy 24

25. How to protect against Rising External Fraud: • Phishing - do not click on links in unsolicited emails. • Best way to access a site is type it in and bookmark it. • Use secure sites (padlock or https in the address) • Do not give account information to someone who is calling you. • Fraud Alerts - If a flag is raised on your account and you receive a phone call from the card issuer, call back – number on the back of the credit card. • Review statements and report unauthorized activity to credit card company and Procurement Card Group immediately. • Lock your office and files. • Install most current anti-virus software. • Dispose of documents properly – SHRED IT! 25

26. Procurement Card Group Contacts224 Crofts Hall, North Campus Purchasing Receptionist 645-2676Fax: 645-2687 http://ubbusiness.buffalo.edu • Angie Rzeszut, Procurement Card Administrator • 645-4533 or rzeszut@buffalo.edu • Debbie Kostran, Assistant Procurement Card Administrator • 645-4530 or dkostran@buffalo.edu • Mary Kvetkosky, Assistant Procurement Card Administrator • 645-4531 or mfk3@buffalo.edu • Contact us with any questions, requests for training, or specific problem resolution. 26

27. Save Time. Save Money. Use PCard.Thank you for coming! Please complete session evaluations and look for the overall online evaluation tomorrow in your email!