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In this section

  • Products and Services Information
    • Audiovisual Equipment Purchases
    • Auto Parts
    • Captioning Services
    • Catering and Event Space Rental
      • Caterer and Restaurant List
      • Resources
    • Cell Phones
    • Chemicals, Compounds, and Related Supplies
    • Computer Hardware Purchases
      • Desktops and Laptops
      • Networking Equipment, Servers, and Workstations
      • Peripherals, Misc.
    • Copier Equipment and Maintenance Purchases
    • Custom Broker Services
    • Electronic Components and Semi-Conductors
    • Express Mail and Package Delivery Service
    • Flooring
    • Furniture, Furnishings, and Furniture Repair
    • Gases
    • Graphics and Printing Orders
    • Graphic Design Services
    • High Vacuum Equipment and Supplies
    • Lab and Scientific Equipment and Supplies
    • Laboratory Coats
    • Maintenance, Repairs, and Operations (MRO)
    • Medical and Pharmaceutical Equipment and Supplies
    • Moving and Storage
    • Office Supplies
    • Photography Services
    • Promotional Items and Apparel
    • Software and Cloud Services
    • Temporary and Contract Staff
    • Tent and Event Supplies
    • Vehicle and Charter Rentals
    • Videography Services
    • Web Design Services
    • Writing, Editing and Indexing Services
  • Credit Card Programs
    • Procurement Card
      • Applying
      • Submitting Documentation
      • Pcard FAQ
      • Prohibited Transactions
      • Responsibilities Summary
      • Coordinator Information
      • Forms
    • Travel and Meal Card
  • Buying Manual
    • Table of Contents (PDF, 137 KB)
    • Introduction
    • General Information
    • 200-205: Non-Purchase Order Purchases
    • 300-353: Credit Card Programs
    • 400-409: Purchase Order Process
    • 601-629: Purchases with Special Procedures
    • 700-702: Paying for Services
    • 802-803: Shipping and Receiving
    • 804-806: Invoice Processing
    • 900-904: Quick Reference and Forms
  • Buying FAQ
  • Employee Personal Discounts
  • Suppliers and Caterers with Insurance
  • UNSPSC Classifications
  • Using Sponsored Funds
  • Payee and Vendor Registration and Setup

Responsibilities Summary

Supervisor Responsibilities

Supervisors of procurement card cardholders are responsible for the following:

  • Read and understand his or her responsibilities in the Buying Manual, and stay abreast of any changes made to that manual.
  • Authorize procurement card applications only for those individuals whose position requires frequent business-related purchases.
  • Re-evaluate the need for a pcard whenever a staff member’s job requirements or status changes.
  • Request suspension of any pcard when the cardholder is on a leave that extends beyond 30 days or is for an unknown duration.
  • Implement procedures to ensure that any expense charged on a pcard that would normally seem to be for personal use is business-related.
  • Request a pcard account closure when a cardholder has left a position or if a status change indicates that individual no longer requires a card.
  • Assist the BSC director in suspending or revoking a cardholder’s pcard privileges, as requested.

Cardholder Responsibilities

Cardholders must exercise the same caution with Cornell's Visa procurement cards as they would with their own personal credit cards. 

Cardholders are responsible for the following:

  • Read and understand their responsibilities in the Buying Manual, and stay abreast of any changes made to that manual.
  • Do not allow any other person to use the card.
  • Comply with the per transaction and cycle limits on the card; do not split the cost of a single good to circumvent the limits.
  • Do not use the card to purchase prohibited goods or services, as defined in Buying Manual section 302, Prohibited Transactions.
  • Request exemption from New York State sales tax and, if the vendor declines, note the refusal in the supporting documentation submitted via the PCard Receipt Processing System.
  • Provide sufficient documentary evidence, as required by Buying Manual section 303, Documentation Requirements, within 10 days of receiving an email from the PCard Receipt Processing System.
  • Review monthly charges on the card to identify errors; resolve errors by contacting the issuing bank and pursuing a charge dispute or fraud report, as appropriate. See Buying Manual section 305, Dispute Process – Correcting Erroneous Charge on the PCard.
  • Report a lost or stolen card to U.S. Bank immediately.

Note: Cardholders with access to procurement card transactions within the KFS must have their supervisor review and sign their statements, then deliver these statements to the department procurement card coordinator.

Procurement and Payment Services

377 Pine Tree Road, East Hill Plaza
Ithaca, NY 14850

Email: procure.support@cornell.edu
Help Line: (607) 254-5300
Main: (607) 255-3804
Hours: 8:00 a.m. - 4:30 p.m., Monday – Friday

 

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