FAQs About RF PCards

What kinds of purchases can I make with the Procurement Card?

You can use a Procurement Card (PCard) to purchase a variety of non-travel, business-related items directly from suppliers with state or Research Foundation (RF) funds.  State and RF PCards each have dollar limits.

Who can get a PCard?

Departments will identify employees who are to receive a Procurement Card.  Cards are issued to individuals.  Ideally, the cardholder should be anyone who handles purchasing on a routine basis. This training is provided by the Procurement Card Administrator in the Purchasing Department.

I accidentally charged something to my Procurement Card.

Report the issue to Procurement Card administration.

Checks should be payable to the Research Foundation and sent to Procurement Card Administration for processing.  Do not send directly to American Express.

Continued accidental charges could result in suspension or termination of the card.

I am not sure if the item is an allowable purchase. Who should I contact?

For award compliance and allowability questions, email your assigned Award Analyst in Sponsored Projects Services and copy Debbie Kostran or Angie Rzeszut in Procurement Card Administration or contact directly:

Debbie Kostran at 645-4530 or Angie Rzeszut at 645-4533

I received an email or phone call from American Express indicating my card has been compromised. What do I do?

Contact American Express at 1-800-492-4920 for assistance.

If the card has been compromised, report the issue to the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

I can’t locate my receipt or invoice.

Contact the supplier to request a replacement receipt or invoice.  If the supplier cannot produce a replacement, contact Procurement Card Administration for assistance.

My card has been lost or stolen, what do I do?

Report Lost or Stolen Cards:

1-800-492-4920, then immediately contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530  or Angie Rzeszut at 716-645-4533

How do I change information related to my profile (new account, change my billing address or name)?

Complete a RF Procurement Card Maintenance Form and fax to 716-645-2687 or mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

How do I contact American Express?

AMERICAN EXPRESS CUSTOMER SUPPORT

Cardholder General Inquiries 1-800-492-4920
Online Statement Access: www.americanexpress.com/checkyourbill   
Website help: 1-800-AXP-1234
Report Disputes: 1-800-492-4920 within 60 days
Report Lost or Stolen Cards: 1-800-492-4920, then immediately contact Procurement Card Administration at 716-645-2676.

I don’t agree with a transaction, and I need to file a dispute.

To file a dispute, contact American Express via telephone at 1-800-492-4920. Disputes must be submitted to American Express within 60 days of the statement.  Retain documentation in your Procurement Card file and list the transaction on your monthly summary in anticipation of any credits.  Retain documentation of the dispute for your records.  For additional assistance, contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

I don’t recognize one of my transactions. Who do I call?

If possible, try to contact the supplier to investigate.  If you cannot identify the transaction or reach the supplier, contact American Express at 1-800-492-4920. For additional assistance, contact the people listed below in Procurement Card Administration:   

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

I am leaving my position, what do I do?

Contact the people listed below in Procurement Card Administration for assistance:

Debbie Kostran at 716-645-4530 or Angie Rzeszut at 716-645-4533

Cards must be cancelled prior to your departure.

Once canceled, the cut-up card must be returned via campus mail to:

Procurement Card Administration
224 Crofts Hall
North Campus

We greatly appreciate your assistance with closing out the account prior to your departure.

How can I protect the account from unauthorized use?

  • Keep the card secure
  • Review your account activity regularly
  • Use only reputable suppliers and secure websites
  • Do not email the credit card number
  • Do not share the card
  • Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.

Additional recommendations are available from:

How You Can Protect Cardholder Data (UB Information Technology)

American Express Security Center

Protecting Against Credit Card Fraud (Federal Trade Commission)

I need to reserve a hotel room for an employee who will be traveling; can I use the Procurement Card to hold the reservation?

No, the Procurement Card cannot be used for travel related purchases.  The merchant category code is blocked and the transaction will be declined.  Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.

I was charged sales tax, what do I do?

Contact the supplier and request a refund to the card for any sales tax paid.  Supply the Research Foundation Sales Tax Exempt Certificate.  Be sure to include the University at Buffalo in any billing profile to match the Sales Tax Exempt Certificate.  Reconcile in anticipation of any credits.

Can someone else use my PCard?

No, the individual named on the face of the card is the only person authorized to use the card. Cards cannot be shared.  If you will be out of the office for an extended period of time, contact Procurement Card Administration to request a temporary suspension.

Why is my transaction declining? What do I do?

Report the issue to Procurement Card Administration.

Certain merchant category codes are blocked, and will prevent transactions from processing or the card may have been suspended due to suspicious card activity.

Contact American Express at 1-800-492-4920 if you cannot reach Procurement Card Administration

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