CIS Procurement Card FAQ

Why is the system changing?

“Over the years the number of Pro-Cards in CIS has grown substantially, and the number of slight irregularities we find in their use has also grown, as has the job to maintain and monitor such a large number of cards.  At the same time, there is increasing scrutiny in the use of Pro-Cards from the Compliance Office and Finance and Administration, as is appropriate in this climate of Federal, State, and other audits. 

I would, therefore, like to go to a system where the number of Pro-Cards within CIS is greatly reduced, and the majority (if not all) of those cards are Imaging Science cards, as opposed to cards for individuals.” – Stefi Baum

Who can use a procurement card?

The Imaging Science cards would be available for use by individuals, where they are signed out and returned along with the appropriate receipts in a timely manner.  Students, faculty, and staff would be allowed to use the cards, within this system.” – Stefi Baum

How do I obtain a procurement card to use?

Contact the CIS Procurement Card Custodian in your area.  If your Custodian is unavailable contact another Custodian.   See CIS Procurement Card Procedures for Card Users.

What if a procurement card is unavailable?

If a procurement card is unavailable in your area, contact another CIS Procurement Card Custodian. 

PURCHASING:

Who needs to approve a purchase before I use a card?

Purchases need to be approved by the PI whose account will be charged.  The PI can either provide written approval in advance, or simply sign the receipt. Written approval can be via email, handwritten note, or the Grant/Contract Procurement Card Purchase Approval Form. 

What budget account number do I charge the purchase to?

The PI whose account will be charged should provide the budget account number to you.

Can I use a department procurement card to make purchases online?

1. Online purchases must be tracked on the Procurement Card Log before the transaction begins online.  Contact a CIS Procurement Card Custodian to gain access to the log and the card.  [Even if you think you can just use the same number you've used in the past, you must inititate the transaction on the Procurement Card Log before the transaction occurs.  After the online transaction is complete, return the card to the custodian, fill in the date returned and the amount spent, and give the approved receipt to the custodian.]
2. Only pre-approved purchases can be made online. You must have written evidence of pre-approval (from the PI or department whose budget is being charged) with your receipt.

(Failure to log online purchases could result in suspension or termination of procurement card privledges.)

What is the billing address for online purchases?

54 Lomb Memorial Drive, Rochester, NY 14623

(If the transaction doesn't go through, contact a CIS Procurement Card Administrator)

Can a Procurement card be used to purchase capital equipment or for travel?

No, per Institute policy. 

Can a Procurement card be used to purchase meals?

When traveling - No, the department procurement cards are not designed to be used for purchases when traveling. Travel related expenses are reported on a Travel Expense Report.

Hospitality - Pre-approved, local, hospitality related food purchases may be charged to a department procurement card, up to the pre-approved amount.

Do I need a tax exempt certificate?

Even though the TE# is printed on the credit card, it is a good idea to bring a tax exempt certificate with you.  You may obtain one from any CIS Procurement Card Custodian.

What if the vendor\supplier charges sales tax on a purchase I am making?

It is the purchaser's repsonsibilty to have sales tax removed from a procurement card purchase or have it credited back to the procurement card statement.  It is a good idea to bring a tax exempt certificate with you.  You may obtain one from any CIS Procurement Card Custodian.

OTHER:

Who are the CIS Procurement Card Custodians?

Card Custodians have been assigned by building as follows:
Building 76 – 2nd Floor           Barb Capierseo and Tammy Sharpstene
Building 76 – 3rd  Floor           Cynthia Schultz and Tammy Sharpstene
Building 18                              Valerie Hemink
Building 17                              Colleen Desimone

Who are the CIS Procurement Card Administrators?

Card Administrators have been assigned by building as follows:
Building 76             Tammy Sharpstene   tlscto@rit.edu    x6921
Buildings 17 & 18   Valerie Hemink          val@cis.rit.edu   x7189

What if I need a card for an extended period of time?

In certain situations, you may be approved by the Director to use a CIS department card for an extended period of time.  Contact a CIS Procurement Card Administrator for more information and appropriate procedures. 

What if a vendor\supplier does not accept a department procurement card because it doesn't have a specific name on it?

Use the RIT Purchasing process, have the puchase invoiced, or if the purchase is pre-approved you may make the purchase yourself and request reimbursement.

Problems using a Procurement Card?

(ie, the card is declined, the transaction amount exceeds the single transaction limit)

Contact a CIS Procurement Card Administrator.

What do I do if the card is lost or stolen while in my possession?

1.      Contact JP Morgan Chase immediately at 800-VISA-911, evenings or weekends
2.      Contact Valerie Russell at  475-4491 or vdrcto@rit.edu, during working hours
And then notify the CIS Procurement Card Custodian who signed the card out to you.