P-CARD
The vendor accepts credit cards ✅
The purchase follows all program guidelines ✅
Now here's the twist: If the dollar amount is less than THIS, you're required to use your P-card. What’s the magic number?
$250.00
This is the name of SUNY Brockport’s E-procurement system.
Eagle Mart
What form must SUNY Brockport employees submit to request reimbursement using state funds?
A Travel Voucher including supporting documentation.
At SUNY campuses, who is responsible for tagging equipment valued over $5,000 and initiating annual inventories?
A. Inventory Control Analyst
B. Property Control Coordinator (PCC)
C. Department Equipment Manager
B. Property Control Coordinator (PCC)
What is one item that will NEVER be reimbursed using state funds?
Alcohol
True or false?
I can use my P-Card to pay for an item I have not received yet.
FALSE!
This should be verified about your account number before submitting a requisition.
Availability of funds
What documentation must a traveler submit to be eligible for per diem meal reimbursement?
Proof of overnight travel status. Example: hotel receipt showing the traveler’s name.
True or False?
Departments can obtain SUNY ownership tags for items under $5,000 by emailing the property control inbox at pcontrol@brockport.edu.
TRUE!
To be eligible for payment with State funds, institutional memberships must be registered under what name?
SUNY Brockport
If a product purchased with a Procurement Card arrives damaged or incorrect, what must the cardholder do first?
Contact the vendor immediately.
These documents or details must be submitted along with a requisition to ensure proper processing.
What are supporting documents, such as quotes, specifications, and justification.
True or false?
Upgrades are an allowable expense and will be reimbursed to the traveler.
FALSE!
When we say "property control" at SUNY, what are we talking about? Choose all that apply:
A) Managing lost and stolen property
B) Controlling access to buildings
C) Reporting, tracking, and safeguarding campus assets
D) Handling student property disputes
A) Managing lost and stolen property
and
C) Reporting, tracking, and safeguarding campus assets
What documentation is required when purchasing food for an event using State funds?
A Justification Form
Why is it important for SUNY Brockport Procurement Card holders to maintain accurate and up-to-date records at all times?
Audits can happen at any time.
For certain types of procurement, these are the departments that may need to provide prior approval.
What are BITS, Facilities, University Communications, and BASC/Food and Beverage form.
True or false?
If the hotel provides a continental breakfast, the traveler is not eligible to claim a per diem breakfast.
TRUE!
Before removing state-owned equipment from a department at SUNY Brockport for surplus, disposal, or transfer, what form must be completed and submitted?
A. Equipment Removal Authorization Form
B. Property Control Notification Form
C. Surplus/Transfer Request Form
C. Surplus/Transfer Request Form
What is the maximum gratuity percentage that can be reimbursed using State funds?
20%
According to SUNY Brockport’s Procurement Card best practices, what is strictly prohibited when making purchases that exceed a cardholder’s authorized transaction limit?
Splitting orders into multiple smaller payments to the same vendor.
These are the only individuals authorized to sign on behalf of SUNY Brockport.
The President, V.P of Administration and Finance, A.V.P of Finance and Management, and Director of Campus Services.
If traveling over 125 miles round trip, what forms must be submitted along with the travel voucher?
Personal vs. Rental Vehicle Cost Comparison Form AND Statement of Automobile Travel Form (signed by traveler).
If property is lost or stolen, who do you need to notify?
The University Police AND the Property Control Coordinator.
What is the maximum number of people you can take out for a meal during a candidate search, including the candidate?
5