PURCHASING CARD

(P-CARD)

In cases where the more formal Purchase Order process or SIPP is impractical, the NYCDOE has established a Procurement Card (P-Card) program to facilitate employee purchasing. P-Cards may only be used for Other Than Personal Services (OTPS) purchases that support educational priorities or the business of education. The program operates similarly to a prepaid card, in which funds are loaded from divisional funds as authorized and depleted as transactions post. P-Cards are valid for one fiscal year only.

Please note that the P-Card is not a divisional credit or debit card, or a type of company card. It is a card that is applied for by an individual and which is ultimately responsible for certifying purchases, logging each transaction, and attesting to their compliance with P-Card restrictions. P-Cards are audited annually.

P-CARD ENROLLMENT

The application process, approval, and receipt of the card will take approximately three weeks.

CARDHOLDER RESPONSIBILITIES

It is the responsibility of the P-Card holder (one employee’s name) to understand and adhere to the following terms of use.

P-Cards are the property of the NYC Department of Education. They are assigned for official business purposes only. Inappropriate usage may result in suspension or cancellation of a P-Card and possible disciplinary action and/or restitution of misspent funds. All purchases made with a P-Card must be following the NYC Department of Education procurement policies as defined within the Standard Operating Procedures.

The procurement guidelines provide additional information. Cardholders may use P-Cards for SIPP-type and other small purchases of $250 or less without collecting bids from non-contracted vendors. However, bids are required once the value of a single purchase from a non-contracted vendor exceeds $250 or once the total value of purchases with the same vendor in a single fiscal year exceeds $2,500. These purchases must be made in accordance with the NYC Department of Education’s stated procurement policies and procedures within this SOP.

The cardholder is responsible for maintaining the following:

Monthly log of purchases made
Receipts
Monthly bank statements

Credit receipts
Small food purchases require the following documentation

Meeting Agenda

Sign-in Sheet

All supporting documentation is subject to random record review and/or a formal audit. Documentation should be maintained at the cardholder’s workplace for a minimum of six years. On-line certification of purchases needs to be made on a monthly basis.

NOTE: In the event of a review or audit, cardholders will also be required to provide written justification of expenditures. Discrepancies between the cardholder’s record and the bank’s statement must be investigated and resolved in a timely manner. All purchases made within New York State are tax exempt. Cardholders should present the vendor with the State’s Tax Exemption Letter when making a DOE business purchase.

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