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 which is zero followed by your UFID
PCard phone number which is 352-392-1331.

Approvers/ Reconcilers

PCard charges are processed by reconcilers and approvers – collectively called proxies. They ensure the success of the PCard program.

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 that charges are legitimate and meet all applicable requirements
  • Enters or confirms the chartfield distribution of charges
  • Pays the bank

Reconcilers, represent the first step in the charge review process.  It is the reconciler’s responsibility to review charges to make sure they are appropriate and to begin the reconciliation process in myUFL.

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

 

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.

Amazon

To make purchases from Amazon for UF business a cardholder should have a UF official business Amazon account.  This account should be completely separate from a personal Amazon account.  It should have a different logon and be tied to a UF email address rather than a personal email address.  A personal account should not be used to make business purchases and should not include a UF PCard number as a payment method.

For instructions on setting up an Amazon Business account please visit our  How to purchase from Amazon – UF Procurement UF Procurement page.

To ensure purchases made from an official business account are not charged Florida Sales Tax, a copy of UF’s Consumer’s Certificate of Exemption  should be attached to business accounts.

Use of UF’s Consumer’s Certificate of Exemption for personal use is not permitted.

Instructions – To attach the tax exemption certificate to a UF business account, on the account home page, click on the “Your Account” hyperlink to open a new page.  On the new page, under “Settings” you will find a link to the “Amazon Tax Exemption Program”.  On this page you will then upload a copy of UF’s Consumer’s Certificate of Exemption.  A PDF copy can be found on Disbursement Service’s website under “Forms”: http://www.fa.ufl.edu/forms-and-publications/forms/#disbursement

Billing Address

The billing address for all 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, many online vendors now require addresses to exactly match the credit card billing address.  Some vendor systems may reject charges if a different address is used.  If you have an online charge decline, double check you have entered the address correctly.

If your shipping address is different than your billing address, be sure to tell vendors every time you order.

If a vendor refuses to ship to an address other than the billing address, contact the PCard Team at 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 or an order are addressed timely.

Cancellations

  • To cancel a PCard, notify the PCard Team as soon as possible.Stop using the card immediately.
  • Email PCard@ufl.edu the name of the cardholder who is leaving.
  • 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 by the cardholder or department. Cards do not need to be sent to the PCard Team.


When an employee 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 both the old and new departments. The old department may prefer that the card canceled rather than transferred.

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:

PINs are mailed to cardholders a week before new cards are sent.

Visit the https://cardportal.works.com/gar/ website to retrieve and/or register your PINs. A verification ID (zero followed by UFID) is required.

Verification IDs are zero followed by the cardholder’s UFID.

Please see the Registering and Retrieving Your PCard PIN Instruction Guide

Using a Chip & PIN terminal:
Step 1 – Insert the card face up in a chip-enabled terminal.  Do not remove the card. The slot is typically located at the base of the terminal.

Step 2 – Follow the instructions on the terminal and enter your PIN when prompted.

Step 3 – Remove your card from the terminal once the transaction is complete.

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 (zero followed by your UFID).

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 still be used when shopping online.  You should never be asked for a PIN when shopping online.

Currently not all merchant terminals require a PIN number, some are still swipe and sign.  However, the need for PINs will increase so it is best to know your PIN.

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 PCard Cardholder Agreement, the UF Policy on Conflict of Interest and Outside Activities or the Procurement Directive on Employee Conflict of Interest.

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 & Vendor Diversity Relations’ webpage.

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

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.

Directive and Procedures

  • Disbursement’s Directive and Procedures, Section 5 E 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.
  • Reference UF Administrative Memo dated 8/23/17 Change to UF Policy Regarding Unencumbered Payment, Quoting, and Purchase Order Threshold.

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.

  • Complete the Cardholder Statement of Disputed Items Form and send it to the bank and to the PCard Team.
  • With the dispute form, include information related to your efforts to resolve the issue directly with the vendor.

Note: Approving a PCard transaction in myUFL does not prevent you from filing a formal dispute and later receiving a credit.

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 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 – Email the PCard Team at pcard@ufl.edu for audit purposes, special requests must be documented, so requests will have to be put in writing.  In the case of emergency situations, the written request, or notification, can be made after the situation is resolved.

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 are those 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. If it is after business hours you can call the Customer Service phone number found on the back of the PCard.The PCard Team will notify the bank who will then close the account and send a new card.
  • Employee Fraud charges are those 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. As always, if you have any questions please contact the PCard Team at pcard@ufl.edu.

Fund Codes

Fund codes are the three digit number UF uses to identify where a source of monies 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 monies can be spent.

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

There are many resources available regarding Fund Codes and other chartfield information.  We suggest the Pro 3 course “The Color of Money: A Guide to How Moneys May Be Spent at UF”, course PRO302

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.

Verifying and/or Approving PCard Transactions (Using the Distribution Template) Simulation

Verifying and/or Approving PCard Transactions (Using the Distribution Template) PDF

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

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

How to Personalize the Reconcile Statement Page Simulation

How to Personalize the Reconcile Statement Page PDF

Deleting Personalizations on PCard Reconciliation Pages PDF

Attaching Images to PCard Transactions PDF

Limits

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 Chair when the application is signed.

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.

 

Lost/Stolen PCards

In the event 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 cardholder’s billing address.

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

Set up mobile alerts for your PCard. See the BOA – Commercial Card Alerts flyer for information about the types of alerts and how to set them up. Please note alerts will come from Bank of America/Merrill Lynch, not the PCard Team.

PINs

Effective 5/1/2017 new cardholders will be able to choose their own PIN at the time they activate their card.  Call 888-233-8855 and follow the prompts.  You will need to enter your Verification ID which is zero followed by UFID, and your phone number which is 352-392-1331.

If you forget or lose your PIN call the number on the back of your card and follow the prompts to select the PIN change option or use the Registering and Retrieving Your PCard PIN Instruction Guide

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.

Receipt Requirements

Receipts are a critical part of the PCard program. Accurate, detailed records of PCard purchases allows the PCard Team, University, and State auditors to verify and audit charges for compliance with University and State policy, rules, and statutes.

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 other transactions which have documentation.  Examples are:

  • International Transaction Fees
  • Offsetting Transactions (where the sum total of the transactions add 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.

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 typically sent at the beginning of the month prior to expiration.
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.

Retrieving PCard Receipts in myUFL by the TXN Number

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

Scorecard

The Finance and Accounting Scorecard is a monthly tool provided to departments to assist in managing their fiscal areas.  The Scorecard highlights areas where extra work is created for departments/colleges and the core offices when the proper procedures are not followed or not followed in a timely manner.

Included on the Scorecard are two items related to PCard:

Procurement–Late PCard App” tab is a reporting of charges which were not approved within the required 15 days.  PCard charges must be verified and approved within 15 days of being added to myUFL.  Charges not approved timely result in additional follow-up and monitoring, erroneous charges may not be detected and disputed timely causing the University to incur bank fees, and may result in the suspension or loss of PCard privileges.

Purchase-PCard Vchr not Scanned” tab is a reporting of vouchers which are missing supporting documentation.  Receipts and other documentation must be attached to vouchers within 30 days.  Vouchers without the supporting documentation hinders the audit process and result in additional follow-up and monitoring.

For additional information about the Scorecard visit the Scorecard website:  http://www.fa.ufl.edu/controller/operations-efficiencies/scorecard/

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_EXAMINER Grants access to:

  1. View Pcard statements
  2. Add/Update/Delete Pcard Comments and Attachments

Training Requirements: None

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 PurchasesConditional 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.

Third Party Processor

A Third Party Processor is a company that processes credit card payments on behalf of another company.  The most well know third party processor is PayPal.  If you make a charge that is processed by a Third Party Processor the name of the original vendor must be included in documentation as well as in the description entered when the transaction is approved in myUFL.

Travel Directives and Procedures

Please see the University Controller’s Office web site for UF’s Travel Directives and Procedures.

Allowable Items – Travel

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

For more information on Travel, take Training and Organizational Development’s Travel classes, part of the Pro 3 Series.

Verification ID

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

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