Office of Business Affairs
NYS Procurement Card Program Introduction
The State University of New York procurement card program offers campuses an alternative method of purchasing small dollar items. This program is intended to allow campuses the flexibility to streamline local procedures and controls for procuring goods and services. Proper use of the procurement card significantly reduces the time between requestinq, ordering, and receiving goods and services.
In addition to saving time, the procurement card program greatly reduces the volume of accounts payable transactions and the associated administrative costs.
According to a recent study by the National Association of State Comptrollers (NASC), savings related to procurement card use ranges from $24 to $75 per transaction. A similar study conducted by a commercial procurement card vendor estimates it costs $67 to process a voucher compared to $11 with a procurement card — a savings of $56 per transaction. Using the lowest reported savings estimate, $24 per transaction, the University saved approximately $2.3 million in the 2004/05 fiscal year.
In 2004, New York State transitioned to a new procurement card vendor, Citibank. Due to the greater acceptability of the Visa card, it is anticipated that the change from American Express to Citibank will greatly increase the number of cardholder transactions and dollar amounts for the next several years.
Overview of the Procurement Card Program:
- For small dollar purchases on state accounts only
- NO TRAVEL EXPENSES ALLOWED, such as meals, lodging, airfare, car rental, train, or taxis/subways
- Cardholders will be able to make purchases of $2500 or less per transaction
- Orders cannot be split in order to facilitate use of this card
- You receive your items in a more timely fashion than under the traditional procurement process
- No out-of-pocket costs therefore no waiting to get reimbursed
- Lately, more vendors prefer credit card payments to purchase orders
Michele McNeill: College Accountant, x6640
Citibank Customer Service: 1-800-248-4553
CitiDirect Helpdesk: 1-800-790-7206