Department of
Community Affairs
Purchasing Card Cardholder
Training
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The Purchasing Card
Program
 The purchasing card works like a
personal credit card or corporate card.
 It may be presented to any merchant who
accepts Visa.
 All your transactions (charges & credits)
are applied directly to your cost center
and paid by the agency.
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How does the Purchasing
Card Work?
 When you use your Purchasing card, the
vendor is paid electronically by Bank of
America, usually within 72 hours. (No PO
required, but vendor must be in MFMP)
 Bank of America then transfers the charge to
our agency within FLAIR. (SAMAS)
 The Approval process authorizes FLAIR to
create the appropriate disbursement
transaction to repay Bank of America,
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Cardholder
Responsibilities
 The card is the property of Bank of America and the
state. Only YOU, the cardholder can use the card.
 If the card is lost or stolen, the bank must be informed
immediately. Be prepared to give your security code
which is your mother’s maiden name.
 Do not order a replacement card, notify your
Purchasing Administrator who will order the
replacement card for you.
 You may also need to comply with financial disclosure
requirements, if you have been authorized for
purchases over $1,000.
 Upon notification of termination, discontinue using the
card to allow sufficient time to turn in all your receipts.
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Cardholder
Responsibilities Continued
 Prior to making a purchase, remind vendor of
Tax exempt status.
 Obtain, sign and forward receipts with a
receiving date to approver within 3 working
days.
 Identify disputed items and attempt to reach a
resolution directly with vendor.
 If the merchant refuses to resolve the dispute,
a Disputed items form must be completed and
forward to the Purchasing Administrator.
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Card Treatment &
Replacement
 Treat the card just as you would a personal
credit card – w/ care, respect and
confidentiality.
 When your card is about to expire, Bank of
America will automatically mail a replacement
card to the P-Card Administrator. You must
submit your old card to the P-Card
Administrator, who will destroy your old card
and issue the new one.
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Charge and Credit Limits
 Each card is issued with a single transaction
limit, and a monthly limit.
 The limit is stated on the cardholder agreement
form that you and your supervisor signed. If
your limit needs to be changed due to changes
in your job duties or an unexpected agency
event or emergency, your supervisor will be
required to send an email to the Purchasing
Administrator before the change can be
authorized.
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Purchasing Rules
 The same purchasing rules apply when using
the card as when using other forms of
procurement.
 You are expected to follow appropriate Florida
statute, state laws and guidelines.
 You must provide the documentation (the
receipts) to support payment of a charge. Keep
a copy of the receipt and submit the original to
your reviewer or reconciler.
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The Purchasing Card is
Flexible
 Allows each P-Card group to map out its
own plan for using the card.
 Commodities and Service
 Travel
 Both
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Prohibited Charges
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Cash advances
Cash refunds
Non-business or Personal Items
OCO (Operating Capital Outlay) Items
Employee Moving expenses
Gasoline & petroleum products
Tolls
Services $25,000 & above (Including
Manpower)
 Perquisites
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More Prohibited
Purchases
 Per Rule 3A-40.103, F.A.C., expenditures from state
funds for the items listed are prohibited unless
“expressly provided by law”:
 (a) Congratulatory telegrams.
(b) Flowers and/or telegraphic condolences.
(c) Presentment of plaques for outstanding service.
(d) Entertainment for visiting dignitaries.
(e) Refreshments such as coffee and doughnuts.
(f) Decorative items (globe, statues, potted plants,
picture frames, etc).
 (h) Greeting Cards, per Section 286.27, F.S.
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Allowable Charges:
Business-Related Purchases Only
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Purchase of Commodities
Repairs & maintenance
Training registrations
Newspaper ads
Transportation (airfare, auto rental, bus & rail services.)
Lodging Only (disallowed: hotel room service, movies,
hotel bar, and personal phone calls)
 Parking
(Personal items must never be purchased using the PCard.)
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Merchant Dispute
 Typically all transactions can be resolved
with a merchant. However, you may find
a merchant who doesn’t follow the rules
and correct the issue timely. If this
happens you must complete the Bank of
America dispute form within 60 days of
the transaction date.
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Cancelations & Lost
Receipts
 If a cardholder makes a reservation and
the trip is canceled, it is the cardholders
responsibility to cancel the reservation.
 If a receipt is lost or the cardholder can’t
obtain a receipt, the cardholder must
complete the, “Replacement Receipt”
form, and have the form signed by their
supervisor.
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Level of Approvers
 Number of Approval Levels:
 Level 1 – Cardholder-Approve the charges
made on their P-Card.
 Level 2 - 7 – Division Approvers-The line of
reviewers and approvers assigned to a single
cardholder who review the receipts and any
supporting documentation.
 Level 8 – Finance and Accounting-Reconciles
the charges and is the final approver.
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Reasons for Decline
 Over charge limits: Single transaction per
day, Monthly & Cycle limit.
 Type of merchant being used.
 Card is no longer active.
 Security check with billing address.
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Finance and Accounting
008 Approver
 This Approver level is required and is the
last approver.
 The Finance and Accounting office will
audit the charge to ensure proper
financial data is used.
 Charge is approved by F/A and then an
EFT payment is sent to Bank of America.
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The Purchasing Card has been a great
success, so do your part and let’s keep it
successful!
 Cardholders are encouraged to use
minority merchants, vendors registered in
MFMP and purchase commodities that
are made to recycled materials.
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Forms
 Cardholder Profile Information: Must be filled
out with all the required information and
signatures before a card can be ordered.
 FLAIR Password Access Request: You must
have access to your charges to approve them:
Contact Connie Smith at 921-2270
 Travel Reimbursement Request
 Cardholder Agreement: Must be sign and date
after you have received your purchasing card
training.
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Contacts

Tammie Kuhn
Purchasing Card Administrator
tammie.kuhn@dca.state.fl.us
(850) 922-1622
(Fax) 922-2979

Christine Savage, Supervisor
Budget & Revenue Manager
(850) 922-1658
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