Procurement Card
Program
Overview

Certification training is required for all PCard users.
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PCard users must have a designated reconciler and backup reconciler to handle
incoming electronic PCard charges.
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PCard users are accountable for appropriate use and security of PCards.
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PCard transactions must be submitted within 3 business days.
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PCard users are personally responsible for inappropriate PCard charges.
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All PCards have a specified dollar limit.
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All PCard purchases must be over $20.00
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All PCards have controlled vendor access.
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PCard mis-use could lead to COPH’s loss of PCard privileges.
Security
 Your PCard is the property of the University of South Florida and
the Bank of America. Only YOU, the cardholder, may use your
PCard. Treat your PCard as you would your own credit card.
 Don't give your PCard to anyone else. The card is for your use
only. Do not let others use your card, or card number. Keep your
PCard in a secure place. Your PCard account number should be
guarded carefully. Do not post it or put it in a non-secure place.
Ensure that your PCard account number isn't easily accessible
to others.
 Additional security questions about PCard? If you are not sure
who can have access to your card, or card number, contact the
PCard Administrator
Security
 If your card is lost or stolen, immediately:
(1) Call the bank at (888) 449-2273.
*DO NOT allow the bank to issue you a replacement card*
 Note that the bank may request your SSN for security and may wish to
verify the cardholder billing address.
 The cardholder billing address for all PCards (to include all USF
locations) is: 4202 E. Fowler Ave, Tampa, FL 33612-9445(2) Contact
the PCard Administrator who will handle ordering you a new card.
Accounting Information
 PCards purchases can only be tied to
departments which flow through the
University of South Florida Treasury. No USF
Foundation funds are allowed.
 PCards must have a default chartfield that is
non grant related.
 IMPORTANT: Even though PCards are
assigned to a specific USF chartfield,
transactions can be paid on different
chartfields.
Commodity Purchases
Commodity Purchases
 PCard Cardholders MUST time stamp and place in the
purchasing basket all supporting material for commodity
purchases within 3 days of a purchase.
 Receipts are the critical part of the PCard purchases.
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Each receipt must detail the purpose of the purchase and have
the complete chart field information.

Receipts MUST have cardholder signature & PI’s signature if
other than the card holder.

Receipts should document the day the merchandise was
received by the card-holder.
Caution: Non-compliance with these time frames is considered Mis-Use of your
Card and may result in loss of PCard privileges.
Commodity Purchases
 The purchase is exempt from sales tax.
 Not to process the charge until product is shipped. USF prohibits
payment prior to receipt of product.
 Your shipping address. Be specific every time you order.
 Keep all the shipping boxes the product arrived in. Don't throw away
the packing materials until you have confirmed the order is what you
wanted.
 The vendor can credit your PCard just as they would your personal
credit card.
 Within 3 calendar days of confirming a credit with a vendor, tell your
reconciler about the credit and provide them with reason for the credit
and proper documentation.
Commodity Purchases
 Accurate, detailed records of PCard purchases
allows PCard administrators, Account Reps, USF
auditors and State auditors to verify and audit your
purchases for compliance with State and University
rules.

Caution: Non-compliance is considered Mis-Use of your card and may result in
loss of PCard privileges.
Reconciler Responsibilities

Once you have turned your receipts into your reconciler, here is what happens to them:

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Review receipt for completeness and accuracy
Review receipt for purchase allow ability
Review receipt for proper documentation

Reconciler will match the receipt to incoming charges in Fast and approve within 2 business
days.
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Original receipts are then attached to the P-card holders monthly bank statements.

Reconciler keeps the signed monthly report in accordance with the USF records retention
schedule until requested for audit review. Once you turn in your PCard receipts, you still
may be asked questions about your purchases by:
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Your reconciler
Your Account Rep
PCard Administrator
USF Auditors
State of Florida Auditors
Caution: PCard users who do not appropriately handle transactions and receipts may lose
PCard privileges.
Travel
Travel
 Using the PCard for travel doesn't change any of the
existing rules and statutes which govern travel.

You can access these rules at:

http://usfweb2.usf.edu/pfs/travel.htm

http://compass.custhelp.com/cgi-bin/compass.cfg/php/enduser/home.php
Travel
 Meals are NOT an allowable charge to PCard
 Do not charge any other non-reimbursable expenses
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to your room/PCard
If you have any personal charges on your hotel bill,
ask to pay for them separately.
Any unallowable purchases must be credited back to
the P-card and another form of payment presented.
Remember to get a complete, itemized receipt of all
PCard hotel charges.
You are personally liable for any charges or penalties
resulting from failure to give proper notice of
cancellation.
Travel purchases
 Copies of all travel related receipts are to be time
stamped and placed in the purchasing basket within
3 business days of the last day of your travel.
 Your completed Travel Expense Report (TER)
detailing each P-card purchase is to be turned into
your Account Rep within 7 days of the last day of
your trip.
 Original receipts will be attached to the (TER) Form
when it is filed.
Reconcilers Responsibility

 If no funds were due the traveler from the trip, a
completed Travel Expense Report (TER) for the trip
must still be completed to keep with the monthly
credit card statement.
 Travel Expense Reports also provide the necessary
signatures required for the purchases (cardholder
and PI)
 Important: PCard participants are required to show
that a Travel Expense Report Form (TER) was filed
for every travel PCard transaction. Failure to
document this can lead to suspension of PCard
privileges for the Cardholder.
USF P-Card Audit
 USF auditor’s reviewed all units with high levels of p-
card activity, including COPH
 Issues for COPH:
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Lack of appropriate back-up
Timely processing of p-card charges
Appropriate review by COPH staff of charges
 Solutions:
 Account reps review charges
 P-card holder training
 Identification of internal steps for miss-use of p-card
 Consideration of travel-only p-card use
Mis-Use of PCard
 First occurrence –

Written warning with notification of
problem/issue
 Second occurrence –

Written notice of problem/issue and
suspension of p-card.
 Third occurrence –

Termination of P-card
Helpful Hints
 Check receipts before signing (taxes, room
service, food etc)
 If in doubt check the web site or ask your
Account Rep or Reconciler
 Turn receipts in timely and completed with
necessary information
 Required backup for P-card purchases is the
same as purchasing rules (open record
statement, quotes, office stores, etc)
 Complete TER’s on time