State PCard May Statement Ready to Reconcile

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Published June 16, 2020


Complete your May 2020 Procurement Card reconciliation by Monday, June 29, 2020. 

Required Tracking of COVID-19 Purchases

Purchases for Academic and Business Continuity or Shipments to Remote Locations

  • When certifying your future statements via the SUNY Portal for any transactions related to COVID-19:
    • Refer to Step 5 of the SUNY Web Reconciliation Instructions
      • Click Edit button located next to the transaction
      • Click Edit Funding
      • Enter the following information within Funding Description Field: "COVID-19, [state the business purpose, brief item description]"
      • Enter the additional information if essential item has been shipped to a remote location: "Items shipped to [enter NAME and ADDRESS of recipient]."
      • Click Save and Return and Save
      • Proceed with certification as usual
      • The description you enter will display in SIRI in the Procurement Card tab of the Procurement dashboard
  • Under normal circumstances, all shipments must be sent to a UB address. However, if shipping essential items off campus during this crisis is necessary, include the following statement within your documentation: 

Due to COVID-19, this purchase is being delivered to a remote address for purposes of academic and business continuity. We recognize that this is an exception to the university’s procurement policy, and will only exercise this activity during our response to COVID-19 as necessary. In all cases, purchases remain the property of the University at Buffalo. Goods must be consumed for university purposes and/or be returned to the university for further use.

COVID-19 Guidance


Faculty and staff should consult with their unit leadership regarding any large purchases needed for the continuation of services. Ensure a plan is in place to track credits from any purchases (i.e. conference registrations) which are cancelled due to COVID-19. Responses to commonly asked questions are available at FAQs About State PCards or you may email us with any questions related to one-time limit increases for emergency purchases.

Certify Your PCard Statement

Complete the reconciliation and certification for the May 2020 billing cycle in the SUNY Finance and Management System (FMS) on the employee services portal at The billing cycle covers transactions from 5/07/2020 — 6/06/2020.

Delay in Charges Posting to Accounts

Please note that there will be a delay in your charges posting to your accounts in SIRI due a request from SUNY.  Please continue to certify your statements as you normally would. We will provide more information as it becomes available.

SUNY System Unavailable July 1 — July 5

Due to fiscal year end preparations, the SUNY Finance and Management System (FMS) will be unavailable from June 30th through Sunday, July 5th for SUNY fiscal year start-up and the July 4th holiday. 

You will not be able to log in to certify your PCard during this time.

Fiscal Year-End Notes

With the fiscal year coming to a close, please keep all certifications up-to-date. All 2019-20 PCard cycles, up to and including the June billing cycle, 0620, must be fully reconciled and certified by 7/19/2020.

Refer to the complete list of financial cut-off dates

Please Note:  The entire June 2020 State PCard billing statement, including transactions dated 7/01/20 through 7/06/20, will be automatically charged to the 2019-20 fiscal year. You may continue to use the PCard throughout the fiscal year transition period.

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