How To Use My UBF PCard?

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The UBF PCards are provided to facilitate the purchase of business-related goods. They are ideal for online transactions.

PCard Audit

All PCard activity is audited. To monitor compliance with policies and procedures governing this program. Improper use could lead to suspension of privileges.

Tracking Your Expenses

Cardholders use the monthly reconciliation form to record their activity and document the business purpose of the purchase. All original receipts, American Express statement and supporting documentation should be attached to the reconciliation form and sent to UBF.

What Can I Purchase?

  • Supplies purchased from state contract and preferred suppliers
  • Repairs of equipment not covered by a maintenance contract
  • Books
  • Printing
  • Travel/entertainment
  • Advertising (Graystone, newspaper, journals, and online sites)
  • Shipping and postage charges
  • Approved trademark items
  • Justified food and beverages purchased within the university's Allowable Use of Funds Policy with documentation

What is Restricted?

  • Gift certificates, gift cards, stored-value card
  • Personal use
  • Political contributions
  • Donations
  • Recurring charges
  • Orders exceeding the $2,500 limit
  • Cash advances
  • Purchase of security cameras
  • Food purchases that do not fall within the university’s Food and Beverage Guidelines (e.g. employees engaged in routine business meetings)
  • Payments for services to consultants. professionals or other individuals    
  • Employee relocation expense
  • Payments to the university, Research Foundation, or UB Foundation

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
  • Please white out any credit card numbers on your receipts, statements, or backup prior to attaching them to your expense report in Concur.
  • 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)

Card Sharing

Do not share your PCard. 

Recommendations from Knowledgeable Sources

What is PCard Misuse?

The Procurement Card Program is not intended to circumvent other required methods and processes. Splitting a single order into multiple orders to evade the transaction limit is contrary to guidelines and should not be done. Cardholders may be extended temporary transaction limit increases based upon need. 

Contact an Expert

Stephanie (Stevie) Ruffino.

Stephanie (Stevie) Ruffino

Senior Accounts Payable Associate

UB Foundation

Phone: 716-645-8748


Related Forms and Guidelines