You are here: Chapter XII Expenditures > 6. Unique Payment Situations > Q. Paying and Reconciling State Credit Card Charges > 1. Paying and Reconciling Procurement Card Charges

XII.6.Q.1
Paying and Reconciling Procurement Card Charges


SECTION OVERVIEW AND POLICY

This section provides Business Units with guidance on paying and reconciling Procurement Card (PCard) charges within the Statewide Financial System (SFS).

 

Process and Document Preparation:

ONLINE BUSINESS UNITS

 

Prior to payment, the Business Unit should review the PCard invoice to ensure charges appear reasonable. The Business Unit will then pay the entire PCard invoice using one prepaid voucher with the PCard Clearing account code 58971. This voucher will satisfy the payment to the PCard provider and establish a balance in a specific PCard Clearing Account.

In the invoice field of the prepaid voucher, Business Units should enter the full PCard billing account number followed by the two digit month and the two digit year. There should not be any letters, special characters (e.g., #,-) or spaces before, within or after the account number. Failing to use this format in the invoice field results in delayed payment crediting and may result in PCard deactivation. For example, when processing a prepaid voucher for account number 4275-0000-0000-0000 for billing month and year May 2012, a Business Unit should enter 42750000000000000512 in the invoice field. Please note this is a dummy account number. Each Business Unit must fill in the actual account number in the invoice field for Citibank to apply payments correctly.

Within 30 days of the payment of the prepaid voucher, the Business Unit must complete the reconciliation process which will journal transfer all payments from the PCard Clearing Account to the account codes that identify the specific goods or services purchased with the PCard. This PCard reconciliation process begins with loading the credit card company’s PCard transactions into the SFS Purchasing Module. Cardholders then reconcile their charges, including obtaining any necessary approval of charges. The system will then generate a reconciliation voucher that reclassifies expenses into the actual expense account codes and reconcile the PCard Clearing Account. This reconciliation voucher will not result in a payment.

 

When creating either the prepaid vouchers, Business Units should select the PCard provider’s Vendor ID: 1000009372.

 

In order to help Citibank apply credit card payments properly, Vendor ID 1000009372 has been coded so that SFS will not combine Business Units’ payments to Citibank. Accordingly, when Business Units create a voucher to pay under these vendor numbers, SFS automatically places the checkmark in the “Separate Payment” box in the Payment Options section of the voucher. Business Units should not remove the checkmark as this will cause your payments to be combined with other Business Units. This results in delayed payment crediting and may result in PCard deactivation. Bulk load agencies that have the ability to affect the checkmark in the “Separate Payment” box should ensure it is checked.

For additional guidance on paying and reconciling PCard charges, refer to the following resources:

 

 

If a Business Unit is due a credit from Citibank the Business Unit should only request that Citibank apply to the credit to the next billing cycle. Business Units should not receive checks from Citibank with credits or process any credit memos to Citibank for the PCard.

BULKLOAD BUSINESS UNITS

 

Prior to payment, the Business Unit should review the PCard invoice to ensure charges appear reasonable. The Business Unit will use one regular voucher to pay the entire invoice using the PCard provider’s Vendor ID: 1000009372. The Business Unit must then do one of the following:

 

 

For questions regarding paying or reconciling procurement card charges, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email addressed to stexpend@osc.state.ny.us.

 
 
Guide to Financial Operations
REV. 08/10/2012