Your department pays PCard charges. Be sure your department has the appropriate budget available before making a charge. For instructions on how to check your budget see the following:
Charges are paid when they are approved in myUFL. The process is similar as any other credit card. When a PCard is charged the vendor is paid by our bank. The bank sends us a statement which we pay when the charge is approved in myUFL. Rather than the typical monthly paper statement the bank sends a daily electronic statement for each transaction. These electronic statements are loaded into myUFL and are paid after the each charge is approved.
The steps to getting a PCard are:
- Take the PCard specific online trainings and pass the assessments.
- Complete a Cardholder Agreement
- Complete a PCard Application and have it approved by your Dean, Director, or Department Chair.
- Send the signed PCard Application and Cardholder Agreement to the PCard Team at email@example.com or fax to 352-392-8837.
It typically takes between 15 and 20 business days to receive a new card. You will receive an email notification when your PCard has been ordered.
You can expect to get the card in about two weeks after getting the email. The email will include instructions on what to do when you receive the new card.
If you do not get your card in three weeks of getting the email notification contact the PCard Team at firstname.lastname@example.org or 352-392-1335.
When you get your new card:
- Check that your name is spelled correctly. If not notify the PCard Team
- Sign the back of the card. DO NOT PUT “See ID”. Cards are not valid unless they are signed by the cardholder
- Activate the card – there are two activation options.
- Send an email to email@example.com requesting the PCard Team activate your card. Do NOT email the card number – all we need is your name and UFID. We will email you once the card has been activated.
- Or, call the phone number on the white sticker located on the front of the card. The activation code is zero followed by your UFID.
Other items of importance:
- Billing Address – The address associated with your card is the address where the card was sent and can be found on the page your PCard came attached to. Keep that page in a secure but convenient place – it has your card number on it and the number to call if your card is lost or stolen.
- Tax Exemption Certificate – Get a wallet sized tax Consumer’s Certificate of Exemption (Tax Exempt Certificate) from your department’s PCard/fiscal office or the PCard Team. You can find a full-size version at the link above.
- MyUF Market – To have your card information added so you can use it when shopping in myUF Market submit the myUF Market PCard Access form. You will need to log in with your Gatorlink username and password.
For training on using your PCard in myUF Market see the myUF Market, Using a PCard in myUF Market Instruction Guide. Other resources include: the myuf Market page of the Procurement website, and Procurement Toolkit from the Training & Organizational Development website.
First, create your profile, see the myUF Market, Setting Up Your User ProfileInstruction Guide
Second, complete a myuf Market PCard Access Form to request your PCard be added to your profile as payment method.
As an entity of the State of Florida, UF is except from paying Florida sales tax. If you are charged sales tax contact the vendor and ask if they will honor our Tax Exempt status and issue a credit to your PCard. Vendors are not required to honor our tax exempt status but you should always ask. You may need to provide the vendor with a copy of our Consumer’s Certificate of Exemption. Some neighboring states will honor our tax exempt status.
Receipts and other documentation are to be given to your verifiers/approvers within three days of making a charge. Verifiers/approvers are required to electronically attach documentation to transactions at the time charges are approved in myUFL. If they do not have the documentation they may not be able to approve your charges timely which could result in the suspension of your PCard.
Federal Tax ID # 59-6002052
The Consumer’s Certificate of Exemption (Tax Exempt Certificate) can be found on Finance and Accounting’s web site.
Training is required to apply for a PCard or to become a proxy.
Thereafter it is to be completed every two years.
Your “bill to” address is your department’s address or your physical address. It is the address on the mailer your card was attached to. If you are unsure what address to use check with your department’s fiscal/PCard staff or ask the PCard Team via email to firstname.lastname@example.org
Your Bill to Phone Number is (352)392-1331.
Please refer to the Online Journal Entry Instruction Guide. Training and Development also offers an online class – PST056 Journal Entry: Online Entry. For assistance please contact General Account at (352) 392-1326, or GAHelp@admin.ufl.edu.
On average it takes three to five days for a charge to appear in myUFL. The timing can depend on the particular vendor, if charges are made in-store or online, if the charge is actually made at the time an order is placed or at time it is shipped, etc.
The best descriptions provide as much detail of the purchase as possible. For the purchase of commodities, use a simple listing of the items in the order of price If what was purchased is not obvious, include the business purpose. For travel charges, the description should include the business purpose and Travel Authorization (TA) number if available. If travel is for someone other than the cardholder, include the traveler’s name. If there is not enough room in the Description field, you can enter additional information in Comments section. When using the Comments section, please enter “See Comments” in the Description field.
Splitting a transaction is intentionally dividing a charge into multiple transactions in order to circumvent the card’s single transaction limit to avoid doing a purchase order. Splitting charges is considered misuse and can lead to suspension or revocation of PCard privileges. If you must make a charge over your limit you can request an exception by sending an email to the PCard Team at PCard@ufl.edu.
A Proxy is the term used to describe an employee who processes PCard charges. Proxies can view, verify, or approve transactions. Proxies should have budget authority appropriate for the role they perform. They should also have the authority and support to question transactions which concern them.
Notify the PCard Team as soon as possible. Send an email to email@example.com which includes the person’s name, UFID, and reason:
For terminations – The date of termination and if they are a cardholder and/or a proxy.
For transfers to another department – For cardholders who are transferring to another department it is very important the current (old) department request the card be suspended pending the transfer. This will prevent charges being charged to the wrong department. The new department must request the card be transferred to their department by submitting an updated PCard Application.
Access for proxies needs to be removed to prevent them from approving charges they are no longer authorized to process.
The University’s policy is that all PCard transactions are to be approved in 15 calendar days or less.
There is not a “daily spending limit”. PCards have a single transaction limit and a monthly limit. Contact the PCard Team if you are unsure what your limits are.
Yes, whenever possible. It is best to buy from University or State contracted vendors via myUF Market because they offer better pricing and/or additional services such as extended warranties. However, if an item is not available from a contract vendor or you find a lower price you may make the purchase from that vendor. Documentation verifying price comparison/product availability should be included with the PCard backup documentation.
Each cardholder must have at least 2 approvers, a primary and a backup. If an approver leaves a department another must be assigned. Submit a Verifier/Approver Profile form to make proxy changes.
Limits should be the lowest possible to meet your purchasing needs. Lower limits pose less risk.
Single transaction limit – The amount one single charge cannot exceed. The maximum limit allowed is $2,000.
Monthly limit – The amount that can be charged in a month. Most cardholders do not need a high monthly limit. The maximum limit allowed is $25,000.
Limits are determined by your department.
Please see the Who should be the approver? guide on the UF Identity & Access Management website.
PCards are designated for use by UF staff, faculty, graduate assistants, and OPS (technical and professional) employees who make purchases or travel for official University business. PCards may not be issued to students who are not employees. PCards are issued to individual UF employees whose dean, director, or department chair authorize the request.