P-Card Frequently Asked Questions
The PCard program streamlines small-dollar purchasing for approved business expenses.
It supplements existing purchasing policies and follows New York State (NYS) guidelines,
but it’s not meant to replace or bypass regular procedures.
Eligible faculty and staff with a valid @downstate.edu email, computer/internet access,
and SUNY Portal registration (with a N#) can apply. For hospital-funded cards, Hospital
Administration approval is required. Complete the Cardholder Application Form and email it to CardServices@downstate.edu.
Violations are reviewed and may lead to corrective action. Human error or extenuating
circumstances may be considered, but consequences can include reimbursement, spending
limit reduction, suspension, or immediate revocation in serious cases (like personal
use or fraud).
PCards start with a $4,999 single transaction limit. Higher limits may be requested
with the proper approvals and documentation. After your approved purchase, the limit
will return to $4,999.
You can use the PCard for standard business goods and services up to $4,999, some
technology purchases (with IT approval), business services, food/catering (with senior
leadership approval), and certain other items as specified by policy. Always keep
receipts and follow documentation requirements.
You may not use the PCard for split payments, personal expenses, graduation ceremonies
(hospital-funded), digital wallets, premium memberships, gifts, donations, insurance,
rent, late invoices, fines, sales tax, travel expenses, independent contractor services,
entertainment, advertising, office supplies (order through WB Mason), construction,
most flowers/decor, alcohol, weapons, medical equipment (unless authorized), or controlled
items. Find out more about documentation requirements.
Review and approve all transactions with your supervisor. Submit receipts for every
purchase. Expense reports (including a signed certification page, your J.P. Morgan
statement, itemized receipts, and needed requisitions) are due by the 10th of the
month following the cycle end. Send your complete packet as a PDF to CardServices@downstate.edu.
Only the assigned cardholder may use the PCard and must follow all policy requirements.
Approving Supervisors verify and approve purchases, while the Procurement Card Administrator
oversees the program, training, and compliance.
Treat your PCard like a personal credit card. Never share it. Report lost/stolen cards
immediately to JP Morgan Chase (1-800-316-6056) and to Card Services (718-221-6568
or CardServices@downstate.edu). For disputes, contact the vendor first, then file in PaymentNet if unresolved within
60 days.
Cards are automatically renewed for active users. Activate new cards within 30 days
of receipt. For issues with renewal, damage, or limits, contact the PCard Administrator.
In addition to this website, contact Card Services at 718-221-6568 or email CardServices@downstate.edu with questions about applications, training, or limit changes.
This process ensures that all Procurement Card (PCard) transactions are accurate,
properly allocated, and certified for compliance with SUNY Downstate and New York
State guidelines. Each billing cycle requires formal review and sign-off by the cardholder
and their supervisor.
- Go to the SUNY Employee Services Portal.
- Use your DHSU email and password.
- Click on the Finance & Management System (FMS) link under Business Systems Applications.
- For login help, contact Robert.Robinson@downstate.edu.
- In FMS, open the Finance drop-down menu and select “Cardholder Statement” under Procurement Card.
- From here, you can view all your transactions for a given billing cycle.
- For FMS or login issues: Robert.Robinson@downstate.edu
- For policy, documentation, or override questions: CardServices@downstate.edu