Building partnerships through collaboration.
You can use a Procurement Card (PCard) to purchase a variety of non-travel, business-related items directly from suppliers with state or Research Foundation (RF) funds. State and RF PCards each have dollar limit thresholds.
Departments will identify employees who are to receive a Procurement Card. Cards are issued to individuals. Ideally, the cardholder should be anyone who handles purchasing on a routine basis. This training is provided by the Procurement Card Administrator in the Financial Management Department.
Report the issue to Procurement Card administration.
Checks should be payable to the Research Foundation and sent to Procurement Card Administration for processing. Do not send directly to American Express.
Continued accidental charges could result in suspension or termination of the card.
For award compliance and allowability questions, email your assigned Award Analyst in Sponsored Projects Services and Procurement Card Administration (ubs-rfpcard@buffalo.edu) or contact directly:
Valerie Dennis at 716-645-2604 or Bethany Nalyezynski at 716-645-4530
Contact American Express at 1-800-492-4920 for assistance.
If the card has been compromised, report the issue to the people listed below in Procurement Card Administration:
Valerie Dennis at 716-645-2604 or Bethany Nalyezynski at 716-645-4530
Contact the supplier to request a replacement receipt or invoice. If the supplier cannot produce a replacement, contact Procurement Card Administration for assistance.
Report Lost or Stolen Cards:
1-800-492-4920, then immediately contact the people listed below in Procurement Card Administration:
Bethany Nalyezynski at 716-645-4530
Complete a RF Procurement Card Maintenance Form and fax to 716-645-2687 or mail to:
Procurement Card Administration
224 Crofts Hall
North Campus
To file a dispute, contact American Express via telephone at 1-800-492-4920. Disputes must be submitted to American Express within 60 days of the statement. Retain documentation in your Procurement Card file and list the transaction on your monthly summary in anticipation of any credits. Retain documentation of the dispute for your records. For additional assistance, contact the people listed below in Procurement Card Administration:
Valerie Dennis at 716-645-2604 or Bethany Nalyezynski at 716-645-4530
If possible, try to contact the supplier to investigate. If you cannot identify the transaction or reach the supplier, contact American Express at 1-800-492-4920. For additional assistance, contact the people listed below in Procurement Card Administration:
Valerie Dennis at 716-645-2604 or Bethany Nalezynski at 716-645-4530
Contact the people listed below in Procurement Card Administration for assistance:
Valerie Dennis at 716-645-2604 or Bethany Nalyezynski at 716-645-4530
Cards must be cancelled prior to your departure.
Once canceled, the cut-up card must be returned via campus mail to:
Procurement Card Administration
224 Crofts Hall
North Campus
We greatly appreciate your assistance with closing out the account prior to your departure.
Additional recommendations are available from:
How You Can Protect Cardholder Data (UB Information Technology)
American Express Security Center
Protecting Yourself (US Secret Service)
No, the Procurement Card cannot be used for travel related purchases. The merchant category code is blocked and the transaction will be declined. Using the Procurement Card to hold the reservation will put the traveler’s reservation in jeopardy.
Contact the supplier and request a refund to the card for any sales tax paid. Supply the Research Foundation Sales Tax Exempt Certificate. Be sure to include the University at Buffalo in any billing profile to match the Sales Tax Exempt Certificate. Reconcile in anticipation of any credits.
No, the individual named on the face of the card is the only person authorized to use the card. Cards cannot be shared. If you will be out of the office for an extended period of time, contact Procurement Card Administration to request a temporary suspension.
Report the issue to Procurement Card Administration.
Certain merchant category codes are blocked, and will prevent transactions from processing or the card may have been suspended due to suspicious card activity.
Contact American Express at 1-800-492-4920 if you cannot reach Procurement Card Administration