Credit Card Administration

The Credit Card Unit administers and oversees procurement cards (p-cards) and travel cards (t-cards).  The Credit Card Unit:

  • Issues requested cards and provides guidance on card related inquiries.
  • Ensures that card holders and agency finance officers are aware of unreconciled charges.
  • Ensures timely payment of Citibank bills.

How do I contact BSC Credit Card Administration to ask a question?

Please email the Credit Card Administration Unit at CreditCard@ogs.ny.gov or contact us by phone at (518) 457-4272.

Where do I send credit card forms?

Credit Card forms should be signed by your supervisor and sent to your Agency Liaison for approval.  Agency Liaisons will forward agency approved forms to the BSC Credit Card Unit at bsc.cc.applications@ogs.ny.gov for processing.

Credit Card Administration FAQs

Billing and Payment Questions

  • Q.
    What is the process for paying the monthly travel card Citibank bill?
    A.

    The BSC downloads the p-card, NET card and t-card billing statements at the end of each billing cycle from the Citibank site.  The BSC Accounts Payable Unit then enters the invoices in SFS for immediate payment.  Any budget exceptions will be brought to the attention of the agency liaison.  Every effort will be made to process bills as timely as possible to maximize the rebate to NYS.

  • Q.
    Who is responsible for resolution of reconciliation voucher exceptions?
    A.

    The agency is responsible for reconciliation voucher exception corrections in the SFS pre-voucher build process.  After the voucher build process has been run by the BSC, any subsequent errors will be resolved by the BSC in SFS after correcting information has been provided by the agency.

  • Q.
    Who is responsible for running the voucher build process?
    A.

    SFS automatically builds vouchers on Monday, Tuesday and Wednesday evenings. The BSC will notify agencies of any reconciliation voucher with budget errors.  The agency can correct budget errors by either processing a budget journal to provide additional funding or by notifying the BSC with alternate coding.  The BSC will then update the reconciliation voucher with the alternate coding.

General Credit Card Questions

  • Q.
    Will agency staff continue to have access to employee account information (Citibank Card Management System) and access for reports (Citibank Custom Reporting System) on the Citibank site and/or access to Citibank CAS managers?
    A.

    BSC will be the primary administrator.  Agencies will keep the Citibank role so they can make forced draft authorizations, increase credit limits in emergencies, and have full access to customized reporting.

  • Q.
    Who handles cardholder problems and issues, such as transaction denials?
    A.

    The cardholder should reach out to Citibank first and determine the reason it has been denied.  If this is due to a merchant error (e.g., wrong expiration date), the transaction should be redone.  If the problem is with the card, the BSC should be contacted.

  • Q.
    Who is responsible for credit card document retention, such as applications and transaction receipts?
    A.

    The BSC will store the credit card applications and acknowledgment forms.  The agency will be responsible for maintaining receipts.

  • Q.
    Who updates the speed charts for procurement cards?
    A.

    The agency updates speed charts for procurement cards.

  • Q.
    Who is the contact for the OSC Credit Card Audit Team?
    A.

    The agency and/or cardholder will provide backup to OSC in case of audit.

  • Q.
    What is the BSC‘s recommended maximum amount for purchases on the p-card?
    A.

    The BSC recommends that the initial per transaction limit not exceed $2,500 and the monthly limit not to exceed $10,000.  Once a cardholder has a card for 6 months, limits can be raised as needed to meet agency operations.  The maximum transaction amount set by OSC is $50,000.

  • Q.
    Do current credit card files (including applications and approvals) have to be transferred to the BSC?
    A.

    The BSC needs the signed acknowledgement form for all current cardholders.

  • Q.
    How are non-employee travel (NET) cards administered?
    A.

    The BSC follows the same process and rules as purchase cards.  The transaction reconciliation process in SFS mirrors the p-card process.

  • Q.
    How are disputes with Citibank managed?
    A.

    The card holder or agency is responsible for disputing charges as well as any necessary follow-up with Citibank.

  • Q.
    Who do I contact if my Citibank credit card is lost or stolen?
    A.

    Citibank should immediately be contacted at 1-800-248-4553. Let them know it is a New York State card, the type of card (Procurement, Travel, or NET), and the name on the account. Citibank will close the account and issue a lost/replacement card, which will be mailed to the BSC.

P-Card: New Card and Card Change Questions

  • Q.
    Who receives and distributes re-issued corporate cards?
    A.

    The BSC both receives and distributes re-issued corporate cards.

  • Q.
    Who is responsible for SFS entry of card information, such as account number, expiration date, p-card proxies, p-card default, chart of accounts, etc.)?
    A.

    The BSC will enter all information supplied on the application form when setting up a p-card or t-card.

  • Q.
    How will account change requests (e.g., temporary increases, account suspension, account closure) be handled? Will a signed document be required or will an email containing the approval(s) be accepted? Who will process these requests on the Citibank site?
    A.

    The Procurement Card Change Request and Traveler Change Request forms are available on the BSC website.  The proper form needs to be completed with appropriate signatures and scanned/emailed to the address on the top of the form or mailed to the BSC.  The BSC will make the indicated changes.

  • Q.
    What is the time frame for processing account change requests?
    A.

    The BSC processes all completed applications within 48 hours of receipt.  Citibank typically forwards the new cards within 3-4 business days, although the contract allows for up to 10 business days.  Emergency situations should be reported by calling the BSC Credit Card Unit at (518) 457-4272.

P-Card: Reconciliation Questions

  • Q.
    Will the BSC accept plot sheets for p-card reconciliation, or does the p-card holder need to reconcile in SFS? Are there any other options available?
    A.

    P-card holders must reconcile their cards in SFS and agencies will retain plot sheets.  For more information, see the How-to Guide on the BSC website.

  • Q.
    Will SFS verification and approval of transactions remain with the agency?
    A.

    Yes, SFS verification and approval of transactions will remain with the agency.

  • Q.
    What is the impact on the cardholder when transactions haven't been reconciled on SFS for a period of time? How will the cardholder be notified?
    A.

    The cardholder, approver, and supervisor are notified in  an email stating that charges have not been reconciled.  Included in the email is a link to the reconciling p-cards.

Credit Card Administration Training Resources

  • Approving a Procurement Card Transaction - EE1 | Guide
  • Downloading a Citibank Statement | Guide
  • FileNet - Agency Technical Support Sheet | Guide
  • FileNet - How to attach objects to email | Guide
  • FileNet - How to attach supporting docs to work item | Guide
  • FileNet - How to login to the agency desktop | Guide
  • FileNet - How to search for documents from agency desktop | Guide
  • FileNet - Working Items Through Agency Desktop | Guide
  • Reconciling a Procurement Card Transaction in SFS - EE1 | Guide
  • Registering a New Citibank Card with Citibank | Guide