The Daily Bulletin Archive

The purpose of the Citibank Visa Corporate Procurement Card is to establish a more efficient, cost-effective method of purchasing and payment for small dollar purchases. The Procurement Card enables cardholders to make authorized purchases directly from a supplier without processing the traditional paperwork. Cardholders can make purchases up to $2,500 per transaction with the Procurement Card.

Use of the card is strictly limited to the purchase of commodities for official state use. Cardholders will be responsible for reimbursing the State of New York for any charges incurred as a result of misuse or fraudulent use of the card.

Examples of authorized and unauthorized uses of the Procurement Card are as follows:

Authorized Purchases (up to $2,500)

• Items on a centralized commodity ("P") contract. (“P” contracts are centralized New York State contracts awarded by the Office of General Services.)
• Maintenance or repairs of equipment
• Books
• Supplies and materials
• General equipment under $2,500
• Film processing
• Printing
• Registration fees for conferences and seminars
• Subscriptions
• Memberships
• Shipping charges (UPS, Federal Express, DHL, etc.)
• Freight
• Approved trademark items

Unauthorized Purchases

• Personal use
• Meals, refreshments, alcoholic beverages, coffee service, restaurants, food for departmental parties, etc.
• Orders exceeding the $2,500 limit
• Items purchased separately that, when purchased together, would exceed the $2,500 limit (i.e., split ordering).
• Computer systems (peripherals and components to be added to an existing system are OK)
• Gasoline
• Medical services
• Cash advances
• Cash back on purchases
• Cash refunds on purchases
• Cash refunds on returns
• Controlled substances (e.g., narcotics, prescription drugs)
• Live animals
• Radioactive materials
• Specialty gases or cylinder rentals
• Instances when a written agreement needs to be signed by a representative of the college (e.g., software license)
• Contracted services from an individual
• Leases, insurance
• Travel (e.g., airline, car rental, lodging, restaurant, etc.)
• Entertainment (e.g., movies, theater, concerts, etc.)
• Unapproved trademark items
• Rents, leases, insurance
• Non-employee compensation (payments for any personal services)
• Gift certificates, gift cards
• Gifts and flowers
• Savings bonds
• Holiday decorations, cards, or party supplies

An electronic version of the Procurement Card Manual is available on the Procurement Services website.

Please call Procurement Services at ext. 4113 if you have any questions.