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Purchasing Card Policy

In this Section
Proper Use of Purchasing Cards (P-Card)
To apply for a P-Card, send your completed application to the Purchasing Dept.,Box 5560, or fax to x4475.  Once the P-card has been received by the Purchasing Dept., you will be notified to attend training.

NOTE: If you receive your P-Card via mail, please contact the Purchasing Department for training (x7724).  The P-Card cannot be used until training is completed.

If your card is lost, stolen, damaged or the number has become known to a third party who may use if fraudulently, you must contact M & T Bank at 1-800-443-8671 (then choose Option 8).
All purchases must comply with established University purchasing policies.
The P-Card can only be used for small dollar purchases, not to exceed:
  • $1,500 per transaction (purchases over $1,500 must be made through the PeopleSoft requisition process)
  • $5,000 per day
  • $10,000 per month
P-cards cannot be used for:
  • Travel
  • Personal items and services
  • Cash advances
  • Insurance
  • Legal Services
  • Non Business items
  • Controlled Substances
  • Radioactive Materials
  • Ethanol (Ethyl Alcohol)
  • Syringes, needles
  • Purchase of motor vehicles
  • Professional/consulting services
  • Tax services
  • Services rendered by non incorporated individuals (1099 suppliers)
  • Publishing
  • Building alterations/fixtures
  • Compressed gas cylinders
  • On campus services and maintenance
  • Automotive gasoline
  • Firearms & ammunition
  • Lease/Lease to purchase
  • Live animals
  • Donations
  • Single purchases exceeding $1,500.00
  • Telephone & Telephone related expenses
  • Passports
Purchases over $1,500 must be made through the Peoplesoft requisition process.  If you need assistance with Peoplesoft, please ask your Department Secretary or call the Helpdesk (xHELP or x4357).

When a requisition is put in the system Purchasing Office checks the following:

  • Insurance:  Contractors must have proper coverage before coming to campus
  • Computers: Must have OIT approval
  • Equipment:  Info on equipment given to Property Records Clerk for processing and tagging
  • Full description: before order is placed, parts #, color, quote numbers, etc needed
  • Chart fields:  account number items is being changed to
  • Radioactive material
  • Syringes and Needles
  • Controlled substance
  • Clarkson Logo:  must be on approved vendor list. See Renee Holsen for approvals.
  • Workflow: through Peoplesoft: Dept approval, research, etc

NOTE:  Radioactive material purchases need the approval of the Radiation Safety Officer and purchases of syringes and needles need the approval of the Syringe Safety Officer.  Any necessary signatures will be obtained by the Purchasing Department. 

Requisitions over $5,000
  • Need 3 bids or sole source justification
  • Need approval from Director of Risk Management

Requisitions over $50,000
  • Need approval of Director of Risk Management, Chief Financial Officer, and President

Excluded Parties List System:
  • Orders over $25,000 are checked for: Debarred, suspended or otherwise declared ineligible from receiving Federal contracts and certain Federal assistance and benefits.

Purchasing Card Program Coordinators:

Cinda Boyce
Box 5560
Phone: (315) 268-7724
Fax: (315) 268-4475

Dawn Allen

Ann Barrett

Darlene Lynch