FAQs About State PCards

You can select a new PIN by calling the toll-free or collect phone number listed on the back of your card.
Please be aware that during your next transaction at a chip-enabled terminal, you may be required to enter the new PIN three or more times before the terminal will recognize it and complete the transaction.
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.
No, you should never disclose your PIN to anyone. Purchases made over the phone and on the Internet do not require a PIN.
If you enter an invalid PIN three or more times, you will need to select a new PIN by calling the toll-free or collect phone number listed on the back of your card.
After resetting your PIN:
1. Go to a chip-enabled terminal that is attended by a person (not self-service) for your next chip transaction.
2. Confirm the purchase amount and sign the terminal receipt.
3. During this transaction, your PIN will be unblocked.
4. Until you complete a transaction at an attended terminal, your PIN will not be accepted at a self-service, unattended terminal.
No, the PIN selected does not expire, however, if your account number changes you will be required to select a new PIN.
Yes, the card can be used immediately after it has been activated and a PIN has been selected.
1.      Report the issue to State Procurement Card Administration at 716-645-2604
2.      Make out a check payable to the University at Buffalo and directed to Procurement Card Administration, 206 Crofts Hall, Buffalo, NY 14260 for processing. Do not send to Citibank.
3.      Confirmation of the deposit will be returned to you, and should be retained in your Procurement Card file. Continued accidental charges could result in suspension or termination of the card.
Contact the supplier to request a replacement receipt or invoice. If the supplier cannot produce a replacement, then contact Procurement Card Administration.
1.      Contact the JPMC help desk immediately at 1-800-316-6056
2.      Following the notification to JPMC, report the issue to State Procurement Administration at 716-645-2604.
3.      Reconcile/certify charges in anticipation of any credits. Include the documentation in your Procurement Card file.
Complete a State Procurement Card Maintenance Form and e-mail it to State Procurement Card Administration
Contact the supplier to try to resolve the issue. If the supplier doesn’t cooperate, file a dispute via JPMC. Disputes must be submitted to JPMC within 60 days of the statement. Retain documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits. Contact State Procurement Card Administration at 716-645-2604 for assistance.
1. Contact the phone number of the supplier listed on the JPMC statement.
2. If you cannot identify the transaction or reach the supplier, contact State Procurement Card Administration at 716-645-2604 Include documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits.
Log on to https://www.paymentnet.jpmorgan.com/ to view the cardholder statement.
You can dispute a charge to your card account. For example, if you see an incorrect charge or a billing error, or if the merchandise you received is not as described, you can dispute the charge.
1.Select Transactions > Manage to display the Transaction List screen.
2.Click the transaction you want to dispute. The Transaction Detail - General Information screen displays.
3.Click Dispute.
4.Confirm your E-mail Address.
5.Select a reason from the Dispute Reason list and provide any additional information as requested.
6.Click Submit.
All transactions must be reconciled/certified pending any credits.
Contact the Citibank help desk immediately at 800316-6056 to verify recent activity. If the card has been compromised, report the issue to State Procurement Card Administration at 716-645-2604. Retain documentation in your Procurement Card file, and reconcile/certify in anticipation of any credits.
Contact State Procurement Card Administration at 716-645-2604
Cards must be canceled prior to your departure. Once canceled, the card must be destroyed through a cross cut shredder or returned to Procurement Card Administration for proper disposal.
Procurement Card Administration
University at Buffalo
206 Crofts Hall
North Campus
Buffalo, NY 14260-7013
We greatly appreciate your assistance with closing out any outstanding certifications. All paperwork must be retained by your department for six years plus the current year.
- Keep the card secure
- Review your account activity regularly
- Use only reputable suppliers and secure websites
- Do not email the credit card number
- Do not share the card
- Beware of links in email. If you see a link in a suspicious email message, don't click on it. Rest your mouse (but don't click) on the link to see if the address matches the link typed in the message.
Additional recommendations are available from:
How You Can Protect Cardholder Data (UB Information Technology)
Protecting Yourself (US Secret Service)
1. On or about the 6th of each month, you will receive an email notification from JPMC to alert you that a statement is available.
2. Print and review the JPMC statement for accuracy and reconcile or match each transaction with your Summary Log or PCard Order Form and the supplier receipts and invoices. Complete this verification within five (5) business days of the email notification from JPMC. Your approver needs to review, sign and date the JPMC statement.
3. An additional reconciliation must be completed through the SUNY Employees Services Web Portal. An email notification will be sent to all cardholders from the UB program administrator when activity is available for reconciliation. The account reconciliation must be completed within 2 weeks of date of the email notification from the program administrator.
4. Once complete place all documents into the centralized UB Box folder created for you.
No, the Procurement Card cannot be used for travel related purchases. The merchant category code is blocked, and the transaction will decline. 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 NYS Sales Tax Exempt Certificate (AC946). 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.
Contact 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 JPMC at 1-800-270-7760 if you cannot reach Procurement Card Administration.