UF Procurement

PCard FAQs

 

 

PCard

Alphabetical Index
Contact

FAQs

Forms
Training

- Who Pays for the PCard?

- How are charges paid?

- How do I get a PCard?

- How long does it take for me to get my PCard?

- What do I do when I get my new card?

- How do I use my card in myUF Market?

- What do I do if I'm charged sales tax?

- What do I do with my receipts?

- 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 often is online training required?

- What is my "Bill To" address?

- How do I process a Journal Entry for a PCard voucher?

- How long does it take to see my charges in myUFL?

- 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 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?

- Who can have a PCard?

 

Who Pays for the PCard?

Your department pays PCard charges. Be sure your department has the appropriate budget available before making a charge. For instructions on how to check your budget see the following:

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How are charges paid?

Charges are paid when they are approved in myUFL.  The process is similar as any other credit card.  When a PCard is charged the vendor is paid by our bank.  The bank sends us a statement which we pay when the charge is approved in myUFL.  Rather than the typical monthly paper statement the bank sends a daily electronic statement for each transaction.  These electronic statements are loaded into myUFL and are paid after the each charge is approved. 

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How do I get a PCard?

The steps to getting a PCard are:

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How long does it take to get a PCard?

It typically takes between 15 and 20 business days to receive a new card. You will receive an email notification when your PCard has been ordered.
You can expect to get the card in about two weeks after getting the email.  The email will include instructions on what to do when you receive the new card. 

If you do not get your card in three weeks of getting the email notification contact the PCard Team at pcard@ufl.edu or 352-392-1335.

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What do I do when I get my new card?

When you get your new card:

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How do I use my PCard in myUF Market?

For training on using your PCard in myUF Market see the myUF Market, Using a PCard in myUF Market Instruction Guide.  Other resources include:  the myuf Market page of the Procurement website, and  Procurement Toolkit from the Training & Organizational Development website.

First, create your profile, see the myUF Market, Setting Up Your User Profile Instruction Guide

Second, complete a myuf Market PCard Access Form to request your PCard be added to your profile as payment method.

If you have any problems using your PCard in myUF Market please contact us at myufmarket@ufl.edu or pcard@ufl.edu or call the Procurement Help Desk at (352) 392-1335.

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What do I do if I'm charged sales tax?

As an entity of the State of Florida, UF is except from paying Florida sales tax.  If you are charged sales tax contact the vendor and ask if they will honor our Tax Exempt status and issue a credit to your PCard. Vendors are not required to honor our tax exempt status but you should always ask. You may need to provide the vendor with a copy of our Consumer’s Certificate of Exemption. Some neighboring states will honor our tax exempt status.

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What do I do with my receipts?

Receipts and other documentation are to be given to your verifiers/approvers within three days of making a charge. Verifiers/approvers are required to electronically attach documentation to transactions at the time charges are approved in myUFL. If they do not have the documentation they may not be able to approve your charges timely which could result in the suspension of your PCard.

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What is the University of Florida Federal Tax ID Number?

Federal Tax ID # 59-6002052

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Where can I find the UF Tax Exempt Certificate?

The Consumer’s Certificate of Exemption (Tax Exempt Certificate) can be found on Finance and Accounting's web site.

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How do I process a PCard rebate or refund?

When you receive a rebate or refund for a PCard purchase, please refer to the Cash Expense Refund, Processing Instruction Guide or use the Cash Expense Refund form.

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How often is online training required?

Training is required to apply for a PCard or to become a proxy.
Thereafter it is to be completed every two years.

For a list of training courses see Training section of the Alphabetical Index.

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What is my "Bill To" address?

Your "bill to" address is your department's address or your physical address. It is the address on the mailer your card was attached to. If you are unsure what address to use check with your department's fiscal/PCard staff or ask the PCard Team via email to pcard@ufl.edu

Your Bill to Phone Number is (352)392-1331.

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How do I process a Journal Entry for a PCard voucher?

Please refer to the Online Journal Entry Instruction Guide. Training and Development also offers an online class - PST056 Journal Entry: Online Entry. For assistance please contact General Account at (352) 392-1326, or GAHelp@admin.ufl.edu.

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How long does it take to see my charges in myUFL?

On average it takes three to five days for a charge to appear in myUFL. The timing can depend on the particular vendor, if charges are made in-store or online, if the charge is actually made at the time an order is placed or at time it is shipped, etc.

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How do I dispute a charge?

Please refer to the Disputing a Charge section of the Alphabetical Index.

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What is a sufficient description for a PCard transaction?

The best descriptions provide as much detail of the purchase as possible. For the purchase of commodities, use a simple listing of the items in the order of price If what was purchased is not obvious, include the business purpose.  For travel charges, the description should include the business purpose and Travel Authorization (TA) number if available.  If travel is for someone other than the cardholder, include the traveler’s name.  If there is not enough room in the Description field, you can enter additional information in Comments section. When using the Comments section, please enter "See Comments" in the Description field.

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What is splitting a transaction?

Splitting a transaction is intentionally dividing a charge into multiple transactions in order to circumvent the card’s single transaction limit to avoid doing a purchase order. Splitting charges is considered misuse and can lead to suspension or revocation of PCard privileges. If you must make a charge over your limit you can request an exception by sending an email to the PCard Team at PCard@ufl.edu.

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What is a Proxy?

A Proxy is the term used to describe an employee who processes PCard charges.  Proxies can view, verify, or approve transactions.  Proxies should have budget authority appropriate for the role they perform.  They should also have the authority and support to question transactions which concern them.

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What do I do when a Cardholder or Proxy leaves (retires, terminates, changes departments)?

Notify the PCard Team as soon as possible.  Send an email to pcard@ufl.edu which includes the person’s name, UFID, and reason:

For terminations – The date of termination and if they are a cardholder and/or a proxy.

For transfers to another department – For cardholders who are transferring to another department it is very important the current (old) department request the card be suspended pending the transfer.  This will prevent charges being charged to the wrong department.  The new department must request the card be transferred to their department by submitting an updated PCard Application

Access for proxies needs to be removed to prevent them from approving charges they are no longer authorized to process. 

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How long do I have to approve PCard charges?

The University's policy is that all PCard transactions are to be approved in 15 calendar days or less.

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What is my daily PCard spending limit?

There is not a "daily spending limit".  PCards have a single transaction limit and a monthly limit. Contact the PCard Team if you are unsure what your limits are.

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Do I have to buy from a Contract Vendor?

Yes, whenever possible.  It is best to buy from University or State contracted vendors via myUF Market because they offer better pricing and/or additional services such as extended warranties.  However, if an item is not available from a contract vendor or you find a lower price you may make the purchase from that vendor.  Documentation verifying price comparison/product availability should be included with the PCard backup documentation.

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How many Approvers does one Cardholder need?

Each cardholder must have at least 2 approvers, a primary and a backup.  If an approver leaves a department another must be assigned.  Submit a Verifier/Approver Profile form to make proxy changes.

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What should my single and monthly transaction limits be?

Limits should be the lowest possible to meet your purchasing needs.  Lower limits pose less risk.

Single transaction limit - The amount one single charge cannot exceed. The maximum limit allowed is $2,000.

Monthly limit – The amount that can be charged in a month.  Most cardholders do not need a high monthly limit.  The maximum limit allowed is $25,000. 

Limits are determined by your department.

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Who should be the Approver?

Please see the Who should be the approver? guide on the UF Identity & Access Management website.

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Who can have a PCard?

PCards are designated for use by UF staff, faculty, graduate assistants, and OPS (technical and professional) employees who make purchases or travel for official University business. PCards may not be issued to students who are not employees. PCards are issued to individual UF employees whose dean, director, or department chair authorize the request.

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