What do I do if I'm charged sales tax?
What do I send to Imaging and what is the correct address for PCard Imaging?
What is the University of Florida Federal Tax ID Number?
Where can I find the UF Tax Exempt Certificate?
How do I process a PCard rebate or refund?
How long does it take to get a PCard?
How often is online training required?
What is my "Bill To" address?
How do I process an E2E for a PCard voucher?
How long does it take to see my charges in PeopleSoft?
How do I dispute a charge?
What is a sufficient description for a PCard transaction?
What is Splitting a transaction?
What is a Proxy?
What do I do when a Cardholder or Proxy leaves (retires, terminates, changes departments)?
How long do I have to approve PCard charges?
What is my daily PCard spending limit?
Do I have to buy from a Contract Vendor?
How many Approvers does one Cardholder need?
What should my single and monthly transaction limits be?
Who should be the Approver?

What do I do if I'm charged sales tax?
Contact the vendor and see if they will honor our Tax Exempt Status and issue a credit to your PCard, In the event that you are waiting for a Sales Tax Credit, you may wait and approve both transactions on the same day so that they will process to the same voucher number. Additional information is available at the following link: Sales Tax Exemption

What do I send to Imaging and what is the correct address for PCard Imaging?
Please refer to the PCard Certification Training from the Index under Voucher Imaging or PCard Paid Charges Aging Report

What is the University of Florida Federal Tax ID Number?
Federal Tax ID # 59-6002052

Where can I find the UF Tax Exempt Certificate?
at the following link: Tax Exempt Certificate

How do I process a PCard rebate or refund?
When you receive a rebate or refund for a PCard purchase, please refer to the Bridges Instruction Guide - Cash Expense Refunds or use the Cash Expense Refund Form

How long does it take to get a PCard?
8 - 10 working days after all of the appropriate applications and training have been processed, if you have not received an email notifying you that your card is ready for pickup, email PCard@ufl.edu to inquire

How often is online training required?
We recommend that Cardholders take the training annually, however, there are several situations the require the training and test(s) be taken again:
1. If you are changing departments
2. If you have a name change
3. Any reason you would have to file an "Update" to your current PCard Application

What is my "Bill To" address?
Line 1 - 109 Elmore Hall
Line 2 - P.O. Box 115250
Line 3 - Gainesville, Fl. 32611-5250
PCard telephone number is 352-392-1331
If this does not work, please contact PCard@ufl.edu or 392-1331 for more information.

How do I process an E2E for a PCard voucher?
Please refer to the following Bridges Instruction Guide - Expense-to- Expense Vouchering - as always you may contact the PCard Team at 392-1331 for additional help.

How long does it take to see my charges in PeopleSoft?
Three to five working days from the time the card is swiped - depending on the vendor and it's location (local, out of state, foreign, etc.)

How do I dispute a charge?
Please refer to the following PCard web site page - Disputes with a vendor

What is a sufficient description for a PCard transaction?
The best description for a PCard transaction gives as much detail as possible as to the exact description of the purchase and it's direct business purpose to the department purchasing it if it is not obvious - if there is not enough room in the "Description" field, please enter "See Comments" and use the Comments link in the lower portion of the Statement screen for more space to provide an adequate description of the purchase

What is Splitting a transaction?
Splitting a transaction occurs when a Cardholder or a Vendor intentionally splits a charge into two or more transactions in order to circumvent the Cardholder's Single Transaction Limit. Actions such as this are considered misuse of the PCard and can lead to suspension or revocation of PCard privileges. If you need to make a purchase over your Single Transaction Limit please request a Purchase Order and if the vendor will not accept a PO, email PCard@ufl.edu for assistance

What is a Proxy?
A Proxy is the term used to describe an employee who can view, verify or approve PCard transactions for a Cardholder. An employee may be a proxy for many Cardholders including themselves as a verifier only

What do I do when a Cardholder or Proxy leaves (retires, terminates, changes departments)?
If a Cardholder leaves your department, email PCard@ufl.edu with the name of the cardholder and their UF ID Number and the reason the individual is leaving - if this Cardholder is a Proxy (reconciler or approver) for other Cardholders in your department, make a request in the same email that they be removed from the entire department's list of Cardholders. If the Cardholder is changing departments, stop using the card, submit an "Updated Cardholder Application" from the new department and notify PCard @ufl.edu of the department change and when it will take place. The old department must approve all remaining charges before the new department information can take effect

How long do I have to approve PCard charges?
The University's policy is that all PCard transactions are to be approved in 8 calendar days or less

What is my daily PCard spending limit?
There is no "daily limit" for spending on your PCard, however each transaction must be less than your Single Transaction Limit amount

Do I have to buy from a Contract Vendor?
It is the preferred method to purchase commodities using a State or University Contract Vendor, however if you find the item you need at a lower price or it is not available through a contract vendor then the purchase will be allowed. Backup documentation verifying price comparison/product availability should be maintained with the PCard backup

How many Approvers does one Cardholder need?
At least 2 Approvers for each Cardholder - one primary and one as a backup - if an Approver leaves your department, be sure to designate a replacement by emailing PCard@ufl.edu

What should my single and monthly transaction limits be?
Limits are established by your Dean, Director or Department Chair on your Cardholder Profile.
The maximum single transaction limit allowed is $2,000.00, however, we recommend your department select a single transaction limit appropriate for the cardholder's purchasing needs.
The maximum monthly transaction limit allowed is $25,000.00, again, we recommend your department select a monthly transaction limit appropriate for the cardholder's purchasing needs.

Who should be the Approver?
Please see the following Bridges Instruction Guide - "Who Should Be the Approver?"