Procedures

The links at on the right will take you to information regarding policies and procedures related to the use of PCards at UF.

Activation

To activate your card, call 888-233-8855.  You will be prompted to enter:

• Verification ID – Zero followed by your UFID
• PCard phone number – 352-392-1331.
• Create a PIN

Account Codes

An Account Code is a six-digit number used broadly classify types of financial activities.  A list of account codes can be found at  Account Codes Operating Expenses – Non Payroll

Amazon

The PCard must not be used to make purchases from Amazon Business.  Shopping with Amazon Business is done via myUF Marketplace so purchases will be made by requisition/PO rather than PCard.  See the Amazon Business is in myUF Marketplace section of our website for additional information.  (9/2022)

Applying for a Pcard

To apply for a PCard you must complete the PCard Training specific for the types purchases you will make.  Have your department complete a PCard Application, which is signed by your department head.  Email the completed Application to pcard@ufl.edu.

You will be notified when the card has been ordered.  You can expect to receive the card in about 15 days. It will be sent to the address listed on the PCard Application.  The email notice includes information on how to activate the card.

Approvers/ Reconcilers

PCard charges are processed by reconcilers and approvers – collectively called proxies. They ensure the success of the PCard program. Reference the Who Should Be The Approver guidelines.

Approvers audit and approve charges for payment.

• Every cardholder must have at least two approvers
• Approvers must have authority to commit funds; see Who Should Be the Approver?
• The UF_PO_PCARD_APPROVER role is required
• Confirms charges are legitimate and meet all applicable requirements
• Enters or confirms the chartfield distribution of charges
• Commits funds

Reconcilers, represent the first step in the charge review process.  It is the reconciler’s responsibility to review charges to make sure they meet PCard, purchasing, and/or travel requirements.

• Reconcilers are not required but are strongly suggested
• UF_PO_PCARD_RECONCILER role is required
• Cardholders can verify their own charges
• Enters the description and chartfield distribution
• Does not commit funds

Updated: 1/19/2022

Assets

The PCard cannot be used to purchase assets (aka OCO). Assets are defined as any tangible, non-consumable property where the cost is $5,000 or more, and the normal expected life is one year or more.  This includes non-library hardbound books costing $250 or more.  For more information, please see the Asset Management Directives and Procedures.

Bank Contact Information

To contact the bank, call the Customer Service phone number listed on the back of your card – 888-449-2273
For verification purposes, they may email a reference number to your UF email address, or ask the following security questions:

Verification ID = zero followed by your UFID
Phone Number = 352-392-1331
Email = your UF email address
Program Administrator = As of 1/2022 Theresa Loper or Samantha Richardson

Sign up for Mobile Alerts which can be helpful is managing your account.

If additional assistance is required contact the PCard Team at pcard@ufl.edu or 352-392-1331.  (1/19/2022)

Billing Address

The billing address for PCards is the cardholder’s departmental or physical address, as determined by their department.  If you do not know your PCard billing address check your card mailer; the paper your card came attached to.  You may also ask the PCard Team by sending an email to pcard@ufl.edu.

Due to the increase in fraud, some online vendors require the billing addresses on orders to exactly match the card billing address.  If the addresses do not match charges may not go through.  If you have an online charge decline double check you have entered the billing address correctly.

If your shipping address is different than your billing address be sure to tell vendors each time.  Some merchants will not ship to a PO Box.  If you are having issues related to your PCard billing address the address may need to be changed.  Please contact the pcard@ufl.edu for assistance.

Note – Items should only be sent to an official university address.

The billing phone number is (352) 392-1331.  The PCard Team’s phone number is used to ensure problems with a card can be addressed timely.    (1/21/2022)

BUSINESS PURPOSE

A business purpose is required to be documented for all PCard transactions.  A business purpose is a concise statement which provides a level of detail needed for an independent party to easily identify the legitimate reason for a purchase and its benefit to the University.  The business purpose should clearly establish why an expense occurred, not restate what was purchased.

A statement of business purpose should meet the following requirements:

1. The use must be reasonable and benefit the University
2. The use must fall within the funding entities intent/color of money
3. The use must comply with all applicable laws and regulations

Examples: Acceptable Business Purpose

1. Nitrogen used in the preservation of tissue samples
2. Shipping of protein samples to Scully-Castle Research for testing of river-tam microbial
3. Dreamweaver software needed for online annual financial report
4. Lunch for annual department strategic goals retreat

Examples: Unacceptable Business Purpose

1. To support research
2. Shipping charges
3. Pens, markers, paper
4. Sandwiches and drinks

(2/2023)

Cancelling Cards

To cancel a PCard, notify the PCard Team as soon as possible.

• Cancellations may be requested by a cardholder or by a department.
• Stop using the card immediately.
• Email pcard@ufl.edu the name and UFID of the cardholder whose card needs to be cancelled.
• Note the reason the card is being canceled (retirement, termination, job change, etc.).
• Be sure all receipts for outstanding charges have been given to the reconciler/approver. Failure to do so could result in unreconciled charges being deducted from the employee’s exit paycheck.
• Cards can be destroyed, they do not need to be sent to the PCard Team.

Department Transfers – When a cardholder transfers to another department, his or her PCard can be moved to the new department.  However, the option to transfer the card is up to the old department.  The old department may prefer the card canceled rather than transferred.

Catering

Any function on campus where food and/or beverages is offered and purchased with University funds must use a University of Florida-approved caterer.  A list of caters can be found at Business Services Division list of UF Approved Caterers. See the UF Catering – Business Services Business Services (ufl.edu) website FAQ’s for more information.

A purchase order is recommended, but invoices may also be paid unencumbered. Click on the following link for more details about the invoice approval process within myUF MarketPlace: Catering Invoice Approval Process. This rule does not apply to off campus locations.  (2/15/2023)

Cell Phones

Cell phones and service are governed by UF’s Directives and Procedures regarding Telecommunication: Responsibilities, Cell Phones, Wireless Devices, Internet Charge.

The PCard can only be used in conjunction with Option 2.

Chip & PIN

What cardholders need to know about chip & PIN cards:

First time cardholders – PINs are created when you call to activate your new card.  Follow the instructions on the mailer your card came attached to.  The phone number is 888-233-8855.

You may be prompted to enter the following information:

Account number = the credit card number
Verification ID = zero followed by your UFID
PCard phone number = 352-392-1331

Renewals/Replacement – PINs remain the same.

If you do not remember or wish to change your PIN visit the  https://cardportal.works.com/gar/ website.  You will be prompted for the information noted above.  See the Registering and Retrieving Your PCard PIN Instruction Guide for assistance.

Chip & PIN technology is designed to help prevent fraud at point of sale transactions.  The technology does not prevent online fraud or data breaches. Caution should always be used when shopping online.  You should never be asked for a PIN when shopping online.

Not all merchant terminals require a PIN, some are still swipe and sign.  However, the need for PINs is increasing so it is best to know your PIN when shopping in stores.

If a PIN is entered incorrectly you have up to four consecutive attempts to enter the correct number.  After the fourth failed attempt the card will be blocked, and you will need to contact the bank at 888-449-2273.  You may be asked for your verification ID which is zero followed by your UFID.

Code of Ethics

As employees of a state university, we hold positions of public trust and are expected to carry out our professional duties with integrity, in promotion of the public interest, and in compliance with Florida Code of Ethics.

As UF employees, we are all responsible for safeguarding the university’s resources.  We must be above suspicion in our handling of UF funds.  Even the appearance of impropriety can be harmful to UF’s reputation.  Unethical activities made with grant funds can not only harm UF’s reputation but could cause the loss of current and future funding.

This is especially true with PCard purchases made because they do not have prior review or approval.  Cardholders, and those who process their transactions, are accountable for purchases made on behalf of the University.

All PCard purchases must:

• Have a clear and defendable business purpose.
• Be relevant and appropriate for UF’s mission.
• Must have written documentation suitable for auditing purposes.

Regardless of whether we are fiscal administrators or hold some other UF role, we can do things each day to be good financial stewards:

• Ensure work is done properly and that errors are promptly corrected.
• Take all reasonable steps to safeguard assets against waste, loss, unauthorized use, and misappropriation.
• Adhere to all policies and procedures.
• Report any indications of fraud to other activities of concern to your supervisor or UF Compliance and Ethics.

Reference UF’s Internal Control Checklist website and the Code of Ethics for Public Officers and Employees, Chapter 112 Part III, Florida Statutes   (12/14/2020)

Conference Registrations

A cardholder who is authorized to make travel related purchases may use their PCard to pay conference registration fees, in keeping with UF’s Travel Directives and Procedures.  The PCard can be used for meals or social events when they are included in the cost of the registration.  The PCard cannot be used to pay for meals or optional events when they are not included in the registration fees.

Because conference fees are typically paid in advance cardholders should sign the registration confirmation to affirm the event is for official business.

Travel Authorizations, which are required for travel relating to conferences/conventions, should be done before making charges.  The Travel Authorization number should be written on all supporting documentation.

Please refer to UF’s Travel Directives – Conference Registration for additional information.    (7/16/2020)

Conflict of Interest

Employees are prohibited from doing business with a company in which they have a personal interest.

It shall be a breach of ethical standards for any employee of the University to participate directly or indirectly in the purchasing process when the employee knows that:

• He/she or any member of his/her immediate family will benefit from a University purchasing transaction.
• A business or organization in which he/she, or any member of his/her family, (spouse, children, parents, brothers and sisters) has a financial interest and will benefit from a University purchasing transaction.
• Any other person, business or organization with whom he/she or any member of his/her immediate family, is negotiating or has an arrangement for employment and will ultimately benefit from a University purchasing transaction.
• All employees having a financial interest in a private concern shall file a statement annually with the University disclosing such interest.
• All individuals taking part in the development or selection of criteria for evaluation, the evaluation process, and the contract award process in any purchase shall be independent of, and have no conflict of interest in the entities evaluated and selected.

For more information on Conflict of Interest see the UF Policy on Conflict of Interest and Outside Activities or the Procurement Directive on Employee Conflict of Interest. (7/30/20)

Contracts

Before making any purchase, you should always check UF and State contracts first.  UF and State Procurement have negotiated excellent prices with a variety of vendors.  Items covered by contract should be purchased from the contracted vendor.

Procurement has many resources available to assist with your purchasing needs. Check the Contracts section of this site for information and updates on University and State of Florida contracts.

You may also check for minority vendors as potential suppliers using the Small Business & Supplier Diversity webpage.

Before you make a PCard purchase check what is available via myUFMarket.

Credits and Debits

Supporting documentation is not required for transactions with offsetting credits.  In myUFL, when approving credits with offsetting debits, the description should be “Credit see debit”.  For the debit the description should be “Debit see credit”.  This only applies when two transactions add up to zero. (6/2020)

Declined Charges

Sometimes charges will be declined.  There are various reasons a charge might not go through:

It is over your single transaction limit
It puts you over your cycle limit
The merchant is restricted
The bank has placed a hold on your account
The billing address information may be incorrect

For assistance you may contact the bank.  Call the Customer Service phone number listed on the back of your card – 888-449-2273.  For verification purposes, you may be asked for the following information:

Verification ID = zero followed by your UFID
Phone Number = 352-392-1331
Email = pcard@ufl.edu
Program Administrator = As of 5/2021 Theresa Loper or Samantha Richardson

For further assistance contact the PCard Team at pcard@ufl.edu or 352-392-1331.(5/2021)

Department Transfer

Transferring within the University

If a cardholder is transferring to another department their PCard may be transferred to the cardholder’s new department

The option to transfer a card is up to the old department. The old department may prefer the card canceled rather than transferred.  Cancelling ensures there will be no issues with charges going to the wrong department.

If the old department agrees to the transfer, the new department must request the card be transferred to their department.

In the event that both parties agree the following steps should be followed:

• Stop making charges for at least two weeks before the transfer.
• All  receipts must be promptly submitted to the old department.
• The new department must submit an updated PCard Application.  At the top of the Application check “update” and enter the old BU number.  Send the Application to the PCard Team pcard@ufl.edu.
• The cardholder will be notified when the transfer is complete and may resume making charges.
• It is imperative charges not be made until notified the transfer has been completed. Charges made before the transfer has been completed will be processed to the old department.

Directives and Procedures

• Disbursement’s Directive and Procedures, Expenditures for information related to expenditure policies, fund sources, and guidelines for certain types of expenditures, etc.
• Procurement’s Directives and Procedures  for information related to UF purchasing processes, certain types of expenditures, contracts, quotes, bids, etc.

Disputing a Charge

What if there is a problem with a charge?

If you have a charge you do not recognize contact the PCard Team, they may be able to provide information that will help identify the charge.

If there is a problem with a charge you did make you may dispute the charge with the bank.  Examples of disputable items are the wrong item was sent or you were overcharged.  Disputes should not be filed for charges you did not make; those are considered fraudulent and handled differently.

There are two steps to the dispute process:
Informal Dispute

• Try to resolve it directly with the vendor.  Most vendors will work with you to resolve an issue and, if needed, will issue a credit.  When receiving a credit it must be applied to your PCard.  You cannot receive a cash credit for returned items; doing so is considered misuse. If you have problems talking to a representative ask to speak with a manager or supervisor.
• Document your efforts.  Make notes of your conversations; include the dates and names of who you spoke with.  Include emails, receipts, order forms, packing slips, etc.
• Tell your reconciler/approver there’s a problem and keep them apprised of what is happening. If you are expecting a credit, tell them from what vendor and for how much.

Formal Dispute Process

This process is used when you have been unable resolve the problem directly with the vendor.  Formal disputes must be filed within 60 days of the transactions posting date.

• Cardholders should report claims directly to BOA Claims by calling them at 855-521-1795.
• When calling you will need to provide your PCard number and as much information regarding transactions as possible.
• For security questions, you may be asked for your employee ID (UFID). (3/2023)
  

Drones

Drones have become a popular tool for research activities.  Their purchase and use are governed by both Environment Health and Safety and UF Research.  The PCard may be used to purchase drones under the following conditions:

1. With EH&S’s advanced approval.  See their Unmanned Aircraft System (UAS) Policy & Procedures.
2. Cannot be purchased from the manufacturer DJI or their subsidiaries, per UF Research – https://research.ufl.edu/compliance/export-controls-2/restricted-parties.html  (6/2021)

E-mail

PCard program participants must have and use a valid UF email address. Email is the primary communication tool used by the PCard Team and the bank so it is very important that you read all PCard related emails.

Do not email PCard numbers – Email is not a secure method to relay PCard numbers.  If someone asks that you email your card number you should tell them that you will only give it to them by phone.

Emergency Purchases

In emergency situations, the PCard may be the most efficient way to purchase goods or services and the PCard Team will work with departments as needed. This may mean increasing limits or lifting restrictions placed on PCards.

Step one – Call Procurement or the PCard Team at (352) 392-1331 and explain the situation. This is especially true in emergency situations when life, property, or research are threatened.

Step two -For audit purposes, special requests must be documented so a written request is required.  The PCard Team will email a list of questions which must be answered.  For emergencies situations this can be completed after the fact.   (7/16/2020)

Exception Request

To request a temporary limit increase or purchase exception send the following information to pcard@ufl.edu.

Please allow 24 business hours for a reply.

• Cardholder Name:
• Cardholder UFID:
• Business Unit (4 digits):
• Vendor Name:
• Amount:
• What is being purchased:
• Business Purpose:
• Anticipated charge date
• Fund Code (3 digits):
• Has your budget manager approved this expense (yes or no):
• Justification for why a PO can’t be done:
• PCard Approver’s Name:

If applicable to the transaction:

• Requisition/PO number:
• Traveler’s Name:
• Agreement/Contract – a copy of the approved contract must be attached:

Expenditure Policy, UF

The university has many different types of expenditures. They all have their own guidelines regarding what situations are allowed and how payments should be processed.  See UF Expenditure Policy for details.  (1/2022)

Expiration Dates

PCards expire the last day of the expiration month.
Renewal cards are sent to cardholders at the beginning of the month prior to the expiration month.  Cardholders are notified by email when their card is due to expire, when they should expect to receive the renewal card, and how to activate it once received.  Contact the PCard Team if you have any concerns regarding an expiring card.

Fraudulent Charges

There are two kinds of fraudulent charges:

• Fraudulent – Charges made by someone other than the cardholder.  For example, the card was lost or stolen and someone used it.  Contact the PCard Team immediately at 352-392-1331 or pcard@ufl.edu. The PCard Team will notify the bank who will close the account and send a new card.  If it is after business hours call 888-449-2273.
• Employee Fraud – Charges made by a cardholder for their personal gain. If you suspect someone is committing employee fraud or using their PCard inappropriately, please report it immediately. You may report it to the PCard Team at (352)392-1331 or pcard@ufl.edu, or to the UF Compliance Hotline at 1(877)556-5356.

A note for Reconcilers and/or Approvers: Fraudulent charges should not be approved until the bank issued credits post. For fraudulent charges pending approval in myUFL, add a note in the description field that the charge is fraudulent but do not approve it. Once the credits post, approve the debits and credits at the same time. Supporting documentation is not required for fraudulent charges.  If you have any questions please contact the PCard Team at pcard@ufl.edu. (1/11/2022)

Fund Codes

Fund codes are the three-digit number used to identify where a source of moneys comes from.  It is the fund code that identifies State of Florida funding, Auxiliary funding, Sponsored Projects funding, etc.  Each Fund Code has rules that govern how the moneys can be spent.

Cardholders, reconcilers, and approvers are all responsible to know the rules that govern the moneys they are responsible for.

There are many resources available regarding Fund Codes and other chartfield information.

There are many resources available regarding Fund Codes and other chartfield information.  We suggest taking PRO302 The Color Of Money: A Guide To How Moneys May Be Spent At UF   You may also reference the Color of Money Quick Guide =  color-of-money-quick-guide.pdf (ufl.edu)   3/2022

Internal Control Checklist

The Internal Control Checklist is a tool used to help evaluate and strengthen internal controls, promote effective and efficient business practices, and improve compliance.  The checklist is meant to be informative when reviewing controls in a given area.  The Internal Controls Checklist is similar to what auditors might use when performing a review of a department’s internal controls.

See Finance & Accounting’s Internal Control Checklist website for additional information.   (7/15/2020)

International Transaction Fees

Charges made to vendors located outside of the US are assessed an international transaction fee by our bank of approximately 1%.  The fee is assessed automatically and in myUFL appear as a separate transaction.  Receipts are not available for these fees.  A reference of the originating transaction should be noted in the description when approving the charge. For more information, please use this Instruction Guide .

Instruction Guides

For additional PCard training related to specific topics see the PCard Instruction Guides which can be found in the Procurement Toolkit on the Human Resources’ Learn & Grow webpage.

Reconciling and/or Approving PCard Transactions

Adding ChartFields to Multiple Transactions (Using the Distribution Template) PDF

How to Personalize the Reconcile Statement Page PDF

Deleting Personalizations on PCard Reconciliation Pages PDF

Attaching Documentation to PCard Transactions Via OnBase

Finding TXN Numbers

Retrieving PCard Documentation via OnBase

Limits on Pcard

Limits are selected by the department at the time a PCard Application is completed.  Those limits are then approved by the Dean, Director, or Department Head when they approve the Application.

Careful consideration should be taken when choosing card limits.  Limits should be as low as possible but adequate for a cardholder’s purchasing needs.  To limit risk, both the single and cycle limits should be as low as possible.

There are two types of card limits:

• Single Transaction Limit: This is the amount any one transaction cannot exceed – think of it as per swipe of the card.  Any charge over this amount will be declined.

• Cycle Limit: This is the total dollar limit of all transactions that can be made in a seven-day period, Wednesday through Tuesday. Charges which will cause the cycle limit to be exceeded will be declined.

Limit options are:

$500 single with $1,000 cycle
$500 single with $2,500 cycle
$1,000 single with $2,500 cycle
$1,000 single with $5000 cycle
$2,000single with $5,000 cycle
$2,000 single with $10,000 cycle

PCards do not have a daily limit.

Frequent declines due to limits can be considered misuse. If the limits are not adequate you may wish to request a limit increase by submitting an updated PCard Application.

Asking the vendor to split a charge into multiple transactions to circumvent transaction limits is prohibited and is considered misuse.  Misuse can result in the suspension or revocation of PCard privileges. (1/2022)

Lost/Stolen PCards

If a PCard is lost or stolen, cardholders should immediately contact the PCard Team to report the incident.  Our contact information is 352-392-1331 or pcard@ufl.edu.
After hours, call Customer Service at 1 (888) 449-2273.

The cardholder will be asked to go over the most recent activity to determine if the card has been used fraudulently.
The existing account will be closed and a new card with a new card number will be created.  The PIN will not change. (2/1/2022)

Misuse of PCard

PCard misuse includes, but is not limited to:

• Fraud
• Theft
• Falsification of records
• Card sharing – allowing others to use the card or account number
• Repeated non-compliance with processes and procedures
• Negligence in performance of Cardholder, Reconciler and Approver duties
• Making charges with a business entity in which they have a personal interest

Misuse Penalties

If a cardholder misuses their PCard, written notification is sent to the cardholder, their Dean, Director or Department Chair, and it may go to the Office of Internal Audit.

Cardholders will be required to reimburse the University for inappropriate charges. If reimbursement is not made, their debt will be deducted from their salary warrant. As noted in the Cardholder Agreement, cardholders can be terminated from employment and may be prosecuted to the fullest extent permitted by law.

Please visit http://www.compliance.ufl.edu/ for more information about
what to do and how to report actions or activities that concern you.  If you
are not comfortable reporting your concern via normal administrative
channels, the University has established two methods to anonymously and
confidentially report your concerns of suspected wrongdoing.  You can call
the University Compliance Hotline at 1-877-556-5356, 24 hours a day, 365
days a year.  You can also complete an anonymous online form using the
Online Reporting Service.

Mobile Alerts

Get real-time notifications about your PCard activity.  You can set up account and transaction alerts and designate specific methods of delivery (email or text).  This includes suspicious activity alerts which are very helpful when traveling, especially internationally.  The bank will notify you directly if they identify unusual or suspicious activity.

See the BOA How to set up alerts in Global Card Access quick start guide for step-by-step instructions and FAQs.

Please note alerts will come from Bank of America not the PCard Team.

myUF Marketplace

The PCard is not used in myUF Marketplace.

The PCard should not be used when ordering from Marketplace enabled vendors.

Click myUF Marketplace for information.  (1/2022)

OnBase-Supporting Documentation

OnBase is the tool UF uses to store supporting documentation for financial transactions, including PCard transactions.  During the transaction approval process documentation is attached to each PCard transaction using OnBase.  OnBase allows broad accessibility to view PCard supporting documentation.

For information on using OnBase for PCard transactions see the Attaching Documentation to PCard Transactions Via OnBase PDF and Retrieving PCard Documentation Via OnBase PDF Instruction Guides.

For information about OnBase see UFIT’s Enterprise Document Management’s FAQS           (7/14/2020)

PayPal

PayPal is an online payment system which processes payments on behalf of merchants.  The PCard can be used to make purchases with merchants who use PayPal.  Most often, the charge will appear on the reconcile statement as “Paypal” or “PP” followed by the merchant’s name, i.e. “Paypal Altasystems”.  (1/19/22)

Personal Purchases

It is a serious violation to use the PCard for personal purchases.  It could result in the suspension or loss of PCard privileges.  In the event of a personal charge:

1. The PCard Team should be notified immediately.
2. The expense must be reimbursed within five business days.
3. Proof of reimbursement is required.  A copy of the completed Deposit Transmittal form must be included with the supporting documentation.               (8/10/2020)

PINs

PCards have PINs, a Personal Identification Number.  Some merchants may require a PIN to make a purchase.  New cardholders will choose their PIN when they activate their card.  Call 888-233-8855 and follow the prompts.  You will need to enter your Account Number, which is your 16-digit credit card number, your Verification ID which is zero followed by UFID, and possibly the PCard phone number which is 352-392-1331.

If you do not know your PIN call the number on the back of your card and follow the prompts to select the PIN change option.  Or you can get a reminder from BOA’s Global Card Access website.  See the Registering and Retrieving Your PCard PIN Instruction Guide or BOA’s Register as a new user for Global Card Access Video Tutorial

Though PCards have PINs they are a credit card, not a debit card. When making a charge at a terminal, always select “credit”.  If prompted enter your PIN.  Some gas pumps may require a PIN rather than a zip code.  After putting the card in the pump select “credit”.  Look closely at the screen to see which number is required. (1/26/2022)

Queries

1. UF_PCARD_OPEN_TRANS_BU – Used to identify transactions pending processing by PO Business Unit.
2. UF_PCARD_TRANSACTION_SEARCH – Used to identify outstanding transactions by approver or reconciler (those you’re attached as proxy).
3. UF_PCARD_DEPT_ANALYSIS – Used to review all transactions by BU or by cardholder.
4. UF_PCARD_VOUCHER_ERRORS – Used to find PCard vouchers by PO Business Unit in budget error.
5. UF_PCARD_BACKUP_NOT_ATTACH – Used to help identify transactions that do not have supporting documentation attached after they are approved.

Quote Requirements

Quote Requirements – See Section 8 Monetary Levels and Limits of the Procurement Directives and Procedures | UF Procurement UF Procurement (ufl.edu) website. (4/2022)

Receipt Requirements

Receipts are critical to the success of the PCard program. Accurate, detailed records of PCard purchases are required so they may be reviewed for compliance with applicable PCard, UF and State requirements.  Be mindful that charges are not only audited by the PCard Team, but also by UF and State auditors.

Cardholders must submit their receipts within five business days of making a charge.

PCard transactions require a receipt or some form of supporting documentation. There is a variety of acceptable documentation. Regardless of format, documents must be legible, contain basic information about the charge, and acknowledge the receipt of goods.

The best receipts include details of the purchase:

• Unit Cost of each item purchased
• Description of each item purchased
• Total cost of purchase
• Vendor name and address
• Date of purchase and/or
• Date of Goods Received
• Cardholder’s signature – written or electronic (email or text)

Examples of acceptable types of documents include:

• Electronic or paper receipts and invoices
• Packing slips
• Completed electronic order forms and confirmations from online orders/shopping
• Snap shots of receipts from a smart device (this also provides an electronic signature from the cardholder)
• Email or text messages from the cardholder (this also provides an electronic signature from the cardholder)

There are a few types of transactions that do not require supporting documentation because they directly relate to another transaction which has documentation.  Examples are:

• International Transaction Fees
• Offsetting Transactions (where the sum total of transactions sum to zero)
• Credits for sales tax or similar
• Agent, baggage, or transportation charges $25.00 and under

Documentation must support the purchase as being for official University business. (2/1/2022)

Receipt Retention

• Once receipts and other supporting documentation have been attached to transactions in the PCard Module in myUFL the documents can be destroyed.  The image becomes the official record and is maintained in accordance with Florida Record Retention policies, FL St Chapter 119.

Other important receipt requirements:

• Cardholders and/or the person actually receiving the goods should sign the receipt or other supporting documentation.   These signatures certify the attached documentation represents payment for PCard charges that have been received, are appropriate expenditures in accordance with PCard training, and provide a direct benefit to the University.
• For payments made in advance, such as airline tickets or registration fees, the cardholder must sign the supporting documentation as statement that the charge is for official business.
• Cardholders MUST give their receipts or appropriate purchase documentation to their reconcilers /approver within five business days of making a purchase.
• For travel expenses which require a Travel Authorization, the TA number should be written on the receipt or invoice.

If receipts are not in good order, and/or PCard transactions are not approved in a timely manner, it is considered misuse of the PCard.

Receipt of Goods

Once you have your items:

1. Sign the receipt.
2. Record the day you received the product on the receipt or packing list.
3. Keep all the shipping boxes the product arrived in. Don’t throw away the packing materials until you have confirmed there are no problems with the order.
4. Ensure that you/your reconciler has a complete receipt.
5. Ensure the transaction is processed within 15 calendar days.

 

Renewals

Renewal cards are automatically sent by the bank at the beginning of the month prior to expiration.

Expiring cards are good until the last day of the expiration month or until the new card is activated.

To activate the card call the number on the sticker on the front of the card. You will be prompted to enter:

• Verification ID which is zero followed by your UFID
• PCard phone number which is 352-392-1331

The old card should be destroyed.

Retrieving PCard Receipts in myUFL by the TXN Number

Instruction Guide – Retrieving PCard Receipts in myUFL by the TXN Number

Security Roles

UF_PO_PCARD_APPROVER Grants access to:

1. Reconcile Pcard statements
2. Update speedcharts
3. Confirm receipt of goods/services that promote University business.
4. Approve payment
5. Review and approve transactions to ensure appropriateness of the purchasing activity and timely processing of charges and/or credits.

Training Requirements: PST978 – PCard for Appr/Recon 9.1

UF_PO_PCARD_RECONCILER Grants access to:

1. Reconcile Pcard statement
2. Update speedcharts
3. Load procurement card activity reports
4. Reconcile activity and statements
5. Identify processing errors
6. Assist in resolution of differences between provider and book balances
7. Monitor employee reimbursement.
8. Set default accounting codes
9. Apply UF spending limitations/restriction
10. Review ChartField combination charged
11. Override budget checking

Training Requirements: PST978 – PCard for Appr/Recon 9.1 PST076 – PCard for Travel

UF_PO_PCARD_HOLDER Grants access to:

1. View Pcard statements

Training Requirements: None

 

Shipping Address

It is inappropriate to ship university business PCard purchases to one’s home address.  It may give the appearance of impropriety and unduly confuse ownership of the merchandise.

Reconcilers/Approvers should be aware of where items are shipped and question appropriateness.   Purchases shipped to addresses other than UF or UF affiliated addresses should be the exception and for documented extenuating circumstances only

Splitting

Splitting is intentionally dividing a charge into multiple smaller transactions to circumvent a card’s single transaction limit.  Splitting charges is considered misuse and can lead to suspension or revocation of PCard privileges.  Charges over your single transaction limit should be made via Purchase Order.  If for some reason a purchase order cannot be used, a temporary limit increase can be requested by sending an email to the PCard Team, see Limits – Temporary Increase Request

 

“SQ”/Square

Transactions where the merchant name is preceded by “SQ”, i.e. SQ Airport Taxi, are ones which were processed via a card reader which are attached to cell phones or tablets.

If you need to retrieve a receipt for one of these transactions go to “gosq.com”, enter the amount and date of the charge, the last four digits of the card number and the card expiration date.  An electronic version of the receipt, including your signature, will appear.

 

Stolen/Lost PCard

In the event that a PCard is lost or stolen, the cardholder should immediately contact the PCard Team to report the incident.

If it is after hours, call Customer Service at 1 (888) 449-2273. Then notify the PCard Team as soon as possible. His or her reconciler/approver should also be notified.

To determine if any fraudulent charges have been made, the cardholder will be asked to go over their most recent charges. The existing account will be closed and a new card with a new account number will be created. The new card will be sent to the PCard Team to be issued to the cardholder.

Suspensions/Cancelations

Cardholders may have their PCard privileges suspended or revoked for violating PCard policy.  Some grounds for suspension are purchasing prohibited items (see Non-Allowable Purchases), personal purchases, charges not being processed timely, late submission of receipts, etc.  The length of a suspension depends on the nature and severity of the violation.

To avoid suspension, make sure your receipts are turned in and charges approved timely and be sure what you are buying is PCard allowable.  If you are unsure if a purchases is PCard allowable please refer to the Allowable Purchases, Conditional Purchases, and Non-Allowable Purchases of the PCard Index, or contact us at pcard@ufl.edu this email is always monitored.

Tax Exempt

As an entity of the State of Florida, the University is exempt from paying state sales tax. If you are making purchases from an in-state vendor, tell the vendor your purchase is exempt from paying sales tax.  However, vendors still have the right to charge tax if they wish.  We are responsible for paying other taxes such as hotel and gasoline taxes.

The University’s tax exemption number is imprinted on the PCard.  Some vendors want to see a copy of the tax exemption certificate in which case you can show them our wallet-sized tax exempt card (contact us to request a card).  If a vendor requires a fill size copy you may print a copy of the Consumer’s Certificate of Exemption  from the PCard web site.

Cardholders are advised to ask out-of-state merchants to honor the University’s tax-exempt status. Many states have reciprocal agreements with the State of Florida and will honor our sales tax exemption—but don’t worry if an out of state merchant denies your request

Temporary Limit Increase

Sometimes there are situations where a purchase order cannot be used: a vendor will not accept a purchase order or there is an emergency situation.  In those cases cardholders can request an exception to PCard limits or policy.  To request an exception send the following information to pcard@ufl.edu.  Items that are not applicable to the situation may be left blank.  Requests will receive a response within 24 hours.

• Cardholder Name
• Cardholder UFID
• Business Unit (4 digits)
• Vendor Name
• Amount
• What is being purchased
• Business Purpose
• Anticipated charge date
• Fund Code (3 digits)
• Has your budget manager approved this expense (yes or no)
• Justification for why a PO can’t be done
• PCard Approver’s Name

If applicable to the transaction:

• Requisition/PO number
• Traveler’s Name
• Agreement/Contract – a copy of the approved contract must be attached

Termination of Employment

When an employee’s employment is terminated for any reason, notify the PCard Team as soon as possible. Notice may be sent by the cardholder or the department.
• Stop using the card immediately.
• Email pcard@ufl.edu the name, UFID, reason the card is being canceled (retirement, termination, job change, etc.).
• All receipts for outstanding charges must be submitted prior to termination date. Failure to do so could result in unreconciled charges being deducted from the employee’s exit paycheck.
• The card should be destroyed.

Transaction Numbers (TXN)

Transaction numbers, called TXNs, are a unique number assigned to each PCard transaction.  Having the TXN is helpful when searching for transactions in myUFL and OnBase.  There are several ways to find TNX numbers:

For closed transactions:

UF_PCARD_DEPT_ANALYSIS, myUFL query

PCard Paid Charges Aging Report

For pending transactions:

UF_PCARD_OPEN_TRANS_BU, myUFL query

The UF_FI_QUERY _VIEWER role is required to run queries.                  8/10/2020

Transfer, Department

If a cardholder transfers to another department their PCard can be transferred with them.

To have a card transferred to another department:

1. Stop using the card and notify the PCard Team as soon as possible.
2. Dissociate your card number from all merchants who automatically bills your card, i.e. annual renewals.  This will prevent charges from the old department being incorrectly associated with your new department.

The card will be temporarily suspended until the transfer has been completed.  Suspending the card will prevent charges from the old department being charged to the new department

1. The new department should submit an updated PCard Application.  There is a section at the top to indicate it is a transfer.  (The cardholder must be up to date on their training)
2. Once the transfer has been completed the cardholder will be notified that they may resume making charges.

Transferring a card is up to the old department.  They may prefer the card be cancelled, see Cancelling Cards.   (8/2020)

Travel Directives and Procedures

UF Travel Directives can be found on the Finance and Accounting website – Travel Directives and Procedures.

If your department has authorized you to use your PCard for travel purchases, charges must be in keeping with UF’s Travel Directives.

Specifically related to PCard and travel the following apply:

The PCard may be used to pay the following travel expenses:

• Hotel lodging
• Car rental
• Airfare – TA required for international airfare
• Gasoline – rental cars and State vehicles only
• Conference/Convention Registrations – TA required
• Transportation services
• Tolls

The PCard cannot be used to pay the following:

• Gas in a personal vehicle
• Hotel room service
• Hotel restaurant dining

For in-depth information take PRO306 UF Travel Directives Workshop.

UF GO

UF GO is a unified travel and PCard system through which UF faculty and staff will reconcile PCard charges, complete travel requests (previously known as “travel authorizations”), and file travel expense reports.  For details about the UF GO initiative, please see the UF GO website at UF-GO    https://cfo.ufl.edu/initiatives/uf-go/ (1/2023)

Verification ID

Verification IDs are zero followed by the cardholder’s UFID, i.e. 012345678.

Verification IDs are needed when activating a PCard and registering a PIN number.

Last revised 3/15/23