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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.
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.
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.
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.
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.
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.
It is the responsibility of the Cardholder to ensure that sufficient funds are available through UBFA to cover any expenditures.
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.
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.
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.
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.
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.
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.
Stephanie (Stevie) Ruffino
Accounts Payable Coordinator
Center For Tomorrow
1. American Express
2. PCard Administrator