UBF PCard Guidelines

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The UBF Procurement Card Guidelines are designed to provide guidance in the proper use of the UBF PCard for new and current cardholders.  

1. Purpose, Benefit, and Overview

The Business Credit Card is issued by UB Foundation Activities (UBFA) to aid in procuring and paying for small dollar purchases up to $2,500 each.  Items to be purchased may include any business-related travel, meals, supplies, and other appropriate expenses permitted under current university and departmental guidelines.  See Section 4 below for a sample list of restricted purchases.

Cardholders may be able to process purchases up to $2,500 per transaction and a maximum of up to $10,000 per monthly cycle.  The Cardholder will not be billed directly for the charges, but will be responsible for monthly credit card reconciliation as detailed in Section 5 below.

2. Appropriate Use

Business Credit Cards are provided to facilitate the purchase of business-related goods and services and to substantiate eligibility for waiver of New York State (NYS) sales tax for such transactions.  One card can be issued per person, and each card may be used to purchase items against multiple authorized accounts. The card is issued to the individual and is the individual’s responsibility.  The card should not be shared with others.  This is not a department card.  All original receipts and documentation must be submitted in a timely manner to UBFA.

3. Review of Purchases

Business-related purchases made with the Business Credit Card will be reviewed for compliance with the financial institution’s rules and regulations, federal regulations, and university policies.  Since this review takes place after the purchase and payment to the vendor or supplier has been made, the Cardholder may be responsible for reimbursement to UBFA if it is determined that the purchase is not allowable.

4. Restricted Purchases

The Business Credit Card should not be used for the following types of purchases. This is a sample list and not meant to be all inclusive as to restricted purchases.

  • Donations.
  • Political campaign activities.
  • Cash advances, cash back on purchases, and cash refunds on returns.
  • Gift cards/gift certificates.
  • Routine food purchases for employee or staff meetings.
  • Payments for services to consultants, professionals, or other individuals. Examples include but are not limited to photographers, book editing, and DJs.
  • Purchases of security cameras.
  • Employee relocation expense.
  • Payments to the University, Research Foundation, or UB Foundation. This would include but is not limited to conference registrations.
  • Splitting purchases to circumvent maximum per transaction amount.
  • Automated or recurring billings.
  • Personal use - A check should be made payable to UBFA and submitted immediately. Recurring incidents of personal use may lead to suspension or cancellation of your card.

 

5. Payment and Account Reconciliation

Each Cardholder will be responsible for verifying all charges associated with their card and submitting an expense report through Concur. The Cardholder must review the monthly statement for accuracy and compare each transaction with receipts and/or invoices.  Complete this verification as soon as possible so that any discrepancies can be reported.    

  • The Cardholder monthly reconciliation process should include the following:
  • An expense report should be created in Concur.
  • A copy of the American Express statement should be attached to the expense report.  Please be sure to white out the credit card number.
  • All detailed receipts/invoices and required backup must be attached to the expense report.
  • If a receipt/invoice is missing, the Cardholder should contact the supplier for a copy.
  • The supplier should be contacted by the Cardholder to request a credit reversal on the card for any NYS sales tax charges (except taxes on meals).
  • An appropriate expense type should be selected for each transaction.  UBF does not use the expense type, “Miscellaneous”.
  • The business purpose must be documented for each transaction in the comment section.
  • If the expenses are for a business trip, the cardholder may submit a Concur report prior to the end of the month if there are out-of-pocket expenses due the cardholder.  Otherwise, the reconciliation should be completed on a monthly basis.
  • The expense report should be approved by the cardholders’ supervisor and an account holder on the UBF account.
  • If you have questions on using the Concur system, please call 645-4500 or email ubs-travel-expense-support@buffalo.edu
  • Once the report is approved, it will be routed to UBF Accounts Payable department for processing.
  • The completed Concur expense report is due 15 days after the statement date. 

6. Funds Availability

It is the responsibility of the Cardholder to ensure that sufficient funds are available through UBFA to cover any expenditures.

7. Lost or Stolen Cards

It is the responsibility of the Cardholder to report any lost or stolen Business Credit Cards immediately to American Express and UBFA at 645-3013.

8. Dispute Process

In the event a Cardholder cannot resolve an issue with the supplier, or an unauthorized transaction is discovered, the Cardholder should report the dispute immediately to American Express.

9. Liability

Any charges resulting from fraud or misuse become the personal liability of the Cardholder.  UBFA will not be liable for any charges incurred by non-employees.  Unauthorized purchases may result in the Cardholder becoming personally liable for the charges.

10. Employee Separation

If the Cardholder leaves the University, the Cardholder must contact UBFA to request a cancellation.  The cut up card should then be forwarded to the UBFA offices.  The Cardholder should complete any outstanding Concur reports.

11. Updates/Changes

The Cardholder should ensure that the Cardholder profile tied to the Business Credit Card and the record on file with UBFA are up-to-date.  Updates should be submitted in writing and made in a timely manner.

12. Suspension or Cancellation of Business Credit Card Privileges

Any improper use of the card by the Cardholder may lead to a suspension or cancellation of all Business Credit Card privileges.  Failure to timely reconcile monthly activity with the Cardholder statement within 15 days and completing the Concur report or insufficient funds available through UBFA may lead to a suspension or cancellation of all Business Credit Card privileges.  UBFA may cancel any Business Credit Card with or without notice.

Contact an Expert

Stephanie (Stevie) Ruffino.

Stephanie (Stevie) Ruffino

Senior Accounts Payable Associate

UB Foundation

Phone: 716-645-8748

Email: scruffin@buffalo.edu

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