UF Procurement

PCard Policies and Procedures

PCard

Alphabetical Index
Contact

FAQs

Forms
Training

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 asked for your Verification ID which is zero followed by your UFID and/or your phone number which is 352-392-1331.

Approvers/Verifiers

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

Approvers audit and approve charges for payment.

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

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    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.

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    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.

    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

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    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.

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    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 verifier/approver. Failure to do so could result in unreconciled charges being deducted from the employee's exit paycheck.


      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.

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    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.

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    Chip & PIN

    What cardholders need to know about chip & PIN cards:

    PIN numbers are mailed to cardholders a week before cards are sent.

    Visit the baml.com/PINCheck website to retrieve and/or register PIN numbers. A verification ID is required.

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

    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.

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    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:

    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.

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    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. Purchases from vendors who have catalogs in myUFMarket and accept PCards must be placed via the marketplace.

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    Department Transfer

    Transferring within the University
    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. The new department must request that the card be transferred to their department.

    In the event that both parties agree to the transfer of the card, the following steps should be followed:

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    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 verifier/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.

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    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.

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    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.

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    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.

    Complete the online myUF Market PCard Access Form to request the new expiration date be updated in your myUF Market Profile.

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    Fraudulent Charges

    There are two kinds of fraudulent charges:

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    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, verifiers, 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

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    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 seperate 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 .

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    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

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    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 still adequate for the cardholder’s purchasing needs.  To reduce risk, both the single and monthly limits should be kept to a minimum.

    There are two types of card limits:

PCards do not have a daily limit. Know the dollar limits on your PCard.  If not, your charges will be declined.

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.

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.

If applicable to the transaction:

 

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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 verifier/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.

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    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, Verifier 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.

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    myUF Market

    A user-friendly online marketplace, myUF Market is designed to streamline the way your department purchases its goods and services. The marketplace makes for easy, one-site shopping.  Our most commonly used vendors have electronic/online catalogs, called “enabled,” which you will use to make your purchases.  Check the myUF Market section of this web site to see if the vendors you currently use are enabled.  If they are, and they accept PCards, you must place your order with those vendors using myUF Market.

    To make purchases in myUF Market using your PCard your card number must be added to your myUF Market profile.  To add your PCard, log into myUF Market, and complete the myUF Market PCard Access Form to automatically submit your request to the PCard Team.

    For more details and the latest news, see the myUF Market web site.

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    PIN Numbers

    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.

    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.

    All 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)

    However, there are a few types of transactions that do not require supporting documentation (because they 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

Other important receipt requirements:

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.

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    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 verifier has a complete receipt.
    5. Ensure the transaction is processed within 15 calendar days.

     

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    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/

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    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
  12. Training Requirements: PST978 - PCard for Appr/Recon 9.1 PST076 - PCard for Travel

    UF_PO_PCARD_EXAMINER Grants access to:

  13. View Pcard statements
  14. Add/Update/Delete Pcard Comments and Attachments
  15. Training Requirements: None

    UF_PO_PCARD_HOLDER Grants access to:

  16. View Pcard statements
  17. Training Requirements: None

 

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

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"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.

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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 verifier/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.

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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.

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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.

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Terminating or Transferring Employment

Terminating Employment
When an employee’s employment is terminated for any reason, notify the PCard Team as soon as possible.

    Transferring within the University
    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. The new department must request that the card be transferred to their department.

    In the event that both parties agree to the transfer of the card, the following steps should be followed:

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    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.

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    Travel Directives and Procedures

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

    Allowable Items – Travel

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

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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.

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