The University of West Florida (UWF) has a banking contractual agreement to issue PCards for eligible individuals who meet the required criteria allowing them to make certain tax-exempt business-related purchases on behalf of UWF.

• Procurement and Contracts (P&C) provides all essential PCard information in this PCard Reference Guide.
• The PCard Reference Guide should always be referenced to ensure compliance.

Possession and use of a UWF PCard is a privilege and should be protected and treated with the utmost care. The PCard is a credit card that provides a cost effective, convenient, and decentralized method for staff and faculty to ONLY purchase authorized goods, services and travel expenses directly for and by UWF. The PCard replaces the use of a Purchase Order (PO), Direct Pay or the reimbursement process in most cases.

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Activity Statement (Online)

1. Cardholder reviews the online monthly activity statement from the Bank, and immediately notifies the Managers, PCard Administrator, and Internal Auditing and Management Consulting (IAMC) of any erroneous charges.
2. Notify the Reconciler after verifying online monthly activities.
3. Shred printed monthly activity statement when the review is completed.
4. See Instructions for Online Statement.

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Application/Agreement

1. The Cardholder Application/Agreement is available and submitted online through Route It.
2. The Manager (Business & Account) Application/Agreement is available and submitted online through Route It.

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Approver/Manager Separation

In order to be in compliance with UWF PCard requirements and to continue to use the PCard, all Cardholder(s) must have both an Account Manager and Business Manager actively in place.   In order for a Cardholder to maintain the use of the PCard when an employee (who is a PCard Manager approving PCard charges) separates from the Department or UWF, another current UWF employee must be immediately (temporarily or permanently) assigned as the PCard Manager to approve PCard charges. This newly assigned employee as PCard Manager must attend PCard Approver/Manager training if they have not done so previously. The employee can be located in a different department for the temporary assignment but will need to apply for security privileges through Route It in order to have access to the PCard charges for approval in Banner. Per Internal Auditing; the immediate identification of a replacement Manager is warranted to avoid weakening of the internal control structure. 

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Approving Guide

The UWF PCard Manager Approving Guide will assist the Account and Business Managers in:

• Approving PCard Transactions
• Searching for a Registered Vendor
• Registering New PCard Vendor
• Finding Correct Commodity and Account Codes

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Approving PCard Charges

1. All PCard charges (including fraudulent and incorrect) must be approved prior to the 14-day auto-post date.
2. Three (3) required fields must be completed and/or updated in FAAINVT:
   • Vendor Banner ID - This field will be blank. Vendor's Banner ID MUST be entered. If the Banner ID is not entered, it will be an audit finding.
   • Index Code - This field will be populated with a default Index Code. Change is required only if funding source is changing.
   • Commodity Code - This field will be blank. Applicable Commodity Code MUST be entered. If Commodity Code is not entered, it will be an audit finding (see Commodity and Account Code Report).
   • Account Code - This field will be populated with 70354. Account Code MUST be changed to the Account Code associated with the correct Commodity Code (see Commodity and Account Code Report). If the Account Code is not changed, it will be an audit finding.
3. Reference "Gasoline for State & Rental Vehicles" for the approving of gasoline purchases.
4. Payment to the Vendor and the Bank will not be stopped by not approving the charge. When the charge appears in Banner (FAAINVT), the Vendor has already been paid.
5. Even if the charge is being disputed, the Managers must still approve the disputed charge. When the credit for the disputed charge is processed by the Vendor and the Bank, the credit will display in Banner for the Managers to approve. This will credit the original incorrect charge to the General Ledger and the fund.
6. If the Mangers do not receive the Cardholder's receipt(s) as required, they are to:
   • contact IAMC;
   • approve the charge in FAAINVT by completing and/or updating the required four (4) fields;
   • ensure that the "Replacement Receipt Form" is filled out and maintained in the PCard Files; and
   • continue trying to obtain the receipt from the Cardholder or the Vendor.
7. If during the approval process, the following error message is received: "FRM-40509: Oracle error: unable to UPDATE record", a TERMINATED VENDOR or a TERMINATED COMMODITY CODE has been chosen.
   • Reference "Terminated Vendor or Commodity Code".
8. If there is a questionable charge, the Managers will notify the Cardholder so that the Cardholder can contact the Vendor for resolution and issuance of credit. If the Vendor is uncooperative, the Cardholder must contact the Bank and file an informal or a formal dispute form.
   • Reference "Disputes-Informal & Formal"

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Approving Fraud Charges

1. Key in Fraud Commodity Code: 000FRAUD;
2. Key in Fraud Account Code: 70353;
3. Choose the Vendor ID if the vendor is registered with UWF;
4. If the vendor is not registered, use B00011744 for the vendor number and FRAUD as the vendor name;
5. Approve the fraud charge before the 14-day auto-post deadline date.

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Avoid an Audit Finding

1. Review the PCard charges daily in Banner - FAAINVT;
2. Use the Cardholder's Checklist form for each charge;
3. Managers must obtain each receipt and the Checklist from the Cardholder;
4. Complete and/or update the four (4) required fields in FAAINVT BEFORE the 14-day auto-post date;
5. Perform the approval process for all charges in Banner regardless of the status (fraud, incorrect, no receipt, etc.) prior to the 14-day auto-post deadline date, with or without a receipt;
6. Change the default Account Code "70354" to the correct Account Code corresponding to the correct Commodity Code to avoid a journal entry; and,
7. Ensure the appropriate signature and date are on all receipts.

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Bank Statements Online

1. Bank statements are available online using the MasterCard Smart Data Online System(SDOL).
2. Cardholders will not receive paper monthly statements through the U S Mail.
3. Instructions (click here) for setting up online account and to obtain PCard bank statements for reconciliation.
4. Print bank statement and redact/remove the account number before retaining statment for office PCard files.
5. If locked-out of JPM Chase’s SDOL system, contact Procurement and Contracts to have password reset.
   

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Billing Address

When placing an order, a Vendor may request the address that is assigned to the UWF PCard. This is totally different than the shipping address. The Vendor is requesting the billing address assigned to all UWF PCards for security purposes. This address is not the Cardholder's specific ship to address. When the billing address is requested, the Cardholder will provide the address below to the Vendor in addition to the Cardholder's “ship to” address.

Security (Billing) Address: 
University of West Florida 
Accounts Payable Building 20E     
11000 University Parkway                                       
Pensacola, FL 32514
850-474-3046

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Cardholder Checklist

1. The Cardholder Checklist has been designed to provide the Cardholder and the Managers pertinent information and to assist in the avoidance of audit findings.
2. This Cardholder Checklist becomes part of the backup documentation for the Manager’s PCard files.
3. The four highlighted areas on the checklist must be keyed into Banner for PCard charge approvals not to become an infraction, unclassified and an audit finding.

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Cardholder Role & Responsibilities

1. Definition: The Cardholder is an employee (not a student) who has been approved to obtain a PCard by the Department Head and has been granted the privilege of spending funds for UWF-related expenses.  Exception: Graduate Assistants and OPS Staff can obtain a PCard with approval from the office of Internal Auditing and Management Consulting. This privilege requires the employee to:
   • Be committed and responsible to comply with the terms and conditions stated in this PCard Reference Guide, Application & Agreement, and Basic Training;
   • Have both an assigned Account Manager and Business Manager;
   • Work with both Managers in order for the incoming electronic PCard charges to be approved correctly and on time;
   • Cooperate and communicate with Managers to ensure charges are approved correctly and timely by providing required, sufficient documentary evidence within ten (10) calendar days after a purchase;
   • NOT approve their own charges;
   • NOT reconcile their charges as Reconciler;
   • NEVER give their PCard number to another individual to use;
2. Application and Training: Each Cardholder must complete a electronic Cardholder Request (Application and Agreement) in Route It with their Supervisor’s approval and complete the following training:
• PCard Basic
3. Using the PCard Appropriately:
   • Reference "Guidelines for Purchasing"
   • Use the "Cardholder Checklist" to ensure all pertinent information is given to and obtained from the vendor.
   • Reference "Prohibited and Restricted Items".
   • Ensure the vendor is registered with UWF. Reference "Registering Vendors"
4. Dollar Limit Increases:
• Reference: "Increases (Temporary & Permanent) - Single & Cycle Limits"
5. If the PCard Vendor is not already in Banner (search first), enter them on the "Internal Online PCard Vendor Registration" page. This can be done AFTER the purchase is made.
   • Reference: "Registering Vendors"
6. Communication:
   • Close communication with the Managers is imperative, especially regarding new Vendors being registered and keyed into Banner.
7. Provide Receipts to Managers:
   • Reference "Receipts & Documentation"
8. Monthly/Recurring Charges:
   • Notify the Vendor in the event that the PCard number changes or the PCard is closed.
9. Disputes - Reporting Fraud - Lost/Stolen PCard:
   • Responsible for handling disputes, reporting fraud, or a lost or stolen PCard.
   • Reference "Disputes - Informal & Formal"
   • Reference "Lost or Stolen Cards" and "Fraud"
10. Provide Documentation:
    • Reference "Receipts & Documentation"
11. Activity Statement:
    • Reference "Activity Statement"

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Cleaning Products

When a department chooses to clean their area with additional cleaning products other than what is provided by UWF Facilities, those cleaning products can only be purchased under certain circumstances and with specified funds.

1	Appropriate Fund	The fund must be Grant, Auxiliary, or Collected Fees which specified that cleaning products or supplies can be purchased.
2	Location	The department is located off campus and does not have access to the services provided by UWF Facilities.

If the above criteria is met, UWF's contractual vendor to purchase cleaning items from is

Supreme Paper
Contact: Bob Woodward
Phone: 478-9207

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Computer Purchases

The ITS Help Desk must reveiw and approve all computer and touch screen tablet computer (i.e. iPad, TouchPad, etc.) quotes prior to the purchase. See "How to Buy a Computer". ITS written approval must be attached to the PCard approval backup documentation. The Commodity/Account Codes used for expense computers that cost less than $5,000 each and touch screen tablet computers (i.e. iPad, TouchPad, etc.) are as follows:

Commodity Code	Description	Account Code
00020400	Computer Hardware & Peripherals	70356
00020600	Computer Hrdwr Peripherals-Mini-Main Frame	70356
EXP20400	Computer and Peripherals	70356
EXP20453	Microcomputers-Desktop or Tower	70356
EXP20454	Mocrocomputers-Handheld-Laptop-Notebook	70356
EXP20456	Touch Screen Tablet Computer	70356

Note: e-book readers (i.e. Nook, Kindle) do NOT require prior ITS written approval.

Please use following Commodity/Account Codes for e-book readers:

EXP20457

E-Book Readers

70356

 

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Contacts

SUBJECT	CONTACT	TELEPHONE	EMAIL
Setup for Cardholders and Mgrs.	Eric Engelmeyer	850-474-2629	eengelmeyer@uwf.edu
Available PCard Balance	JP Morgan Chase	800-316-6056
Declined Purchases	Eric Engelmeyer	850-474-2629	eengelmeyer@uwf.edu
Fund/Orgn Acess in Banner/Security	Doyle Pitts Regina Bell	850-474-3028 850-474-3026	dpitts@uwf.edu rbell@uwf.edu
Increases (Temporary & Permanent) - Single & Cycle Limits	Eric Engelmeyer	850-474-2629	eengelmeyer@uwf.edu
Formal Dispute	JP Morgan Chase	888-297-0768
Furniture	Candace Perez	850-474-2630	cperez@uwf.edu
General Counsel (Legal)	Front Desk	850-474-3420	gcfrontdesk@uwf.edu
IAMC	Betsy Bowers	850-474-2637	bbowers@uwf.edu
IT Purchases/Questions	Judy Jasmyn	850-474-2633	jjasmyn@uwf.edu
Lost/Stolen Card - Fraud	JP Morgan Chase Betsy Bowers John Warren Eric Engelmeyer	800-539-5232 850-474-2637 850-474-2022 850-474-2629	bbowers@uwf.edu jwarren@uwf.edu eengelmeyer@uwf.edu
Misuse/Abuse of PCard	Betsy Bowers	850-474-2637	bbowers@uwf.edu
Missing Receipt Issues and Problems	Betsy Bowers	850-474-2637	bbowers@uwf.edu
OCO Issues/Questions	Marsha Clark	850-474-2292	mclark@uwf.edu
PCard Administrator	Eric Engelmeyer	850-474-2629	eengelmeyer@uwf.edu
PCard Correction Forms	Sherry Dawson	850-474-3048	sdawson@uwf.edu
Police	John Warren	850-474-2022	jwarren@uwf.edu
Prohibited/Restricted Transactions	Betsy Bowers	850-474-2637	bbowers@uwf.edu
Travel	Linda Armstrong	850-474-3049	larmstro@uwf.edu
Updating Cardholder Information	Eric Engelmeyer	850-474-2629	eengelmeyer@uwf.edu
Vendor Maintenance (Adding/Updating)	Candace Perez Eric Engelmeyer	850-474-2630 850-474-2629	cperez@uwf.edu eengelmeyer@uwf.edu

EVENT	IAMC	P&C	BANK	UWF POLICE
Inadvertent Personal Purchase	Yes	Yes
Missing Receipts	Yes	Yes
Unauthorized/Non-Conforming Purchase	Yes	Yes
Fraud	Yes	Yes	Yes	Yes
Lost/Stolen PCard	Yes	Yes	Yes	Yes

 

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Correcting Unapproved Charges

An unapproved charge is when the required four (4) fields (see Approving PCard Charges) of a PCard charge does not get completed and/or updated before the 14-day auto-post deadline date. When an unapproved charge auto-posts, a Manager must:

1. correct the unclassified category by completing a Journal Entry - please note that the Journal Entry will correct the General Ledger Account Code, but will not correct all of the information.

To complete a Journal Entry a Manager

1. opens the Journal Entry Form;
2. replaces the pre-filled sample information with specific information to correct the unclassified charge; and,
3. emails the completed Journal Entry Form to Accounts Payable, Financial Services, Accountant.

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Cycle Period

The PCard cycle period is from the 5th of each month to the 4th of the next month.

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Disputes - Informal & Formal

1. In the case of a transaction error, first contact the Vendor and try to reach an agreement.  Most disputes can be resolved with the Vendor directly.
2. Informal Dispute: If a Cardholder is returning an item; did not receive the goods or services ordered; or the card was charged in error, the Cardholder must first attempt to contact the Vendor to resolve the error. If this is unsuccessful, then the Cardholder will file a Formal Dispute with the Bank.
3. Formal Dispute: If an agreement with the Vendor is not met, complete a Dispute Form; sign it and send it to JPMorgan Chase. All disputes must be submitted to JPMorgan Chase within 60 days of the invoice date. Fax the Dispute Form to:

Commercial Card Services
ATTN: Dispute Dept.
P.O. Box 2015
Elgin, Illinois, 60121-2015
Email: CCS-Disputes@Chase.com
Fax: (847) 931-8861

4. Under NO circumstances should cash be accepted from the Vendor in lieu of a credit to the PCard.
5. Even if the charge is being disputed, the Managers must still approve the disputed charge.
6. When the credit for the disputed charge is processed by the Vendor and the Bank, the credit will display in Banner for the Managers to approve. This will correct the original incorrect charge to the General Ledger and the fund.

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Dispute Form -Formal

Formal Dispute Form: the Dispute form will need to be filled out, signed and sent to JPMorgan Chase. All dispute forms must be submitted to JPMorgan Chase within 60 days of the invoice date. Fax the Dispute Form to:

Commercial Card Services
ATTN: Dispute Dept.
P.O. Box 2015
Elgin, Illinois, 60121-2015
Email: CCS-Disputes@Chase.com
Fax: (847) 931-8861

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Foreign Purchases

Purchases made from Foreign Vendors will have an additional 1% charge added by the Bank to the total cost of the purchase. This charge will not show on the invoice from the Vendor. The additional charge will only show on the Banner PCard approval screen (FAAINVT). For audit purposes, note on the invoice the discrepancy amount and reason.

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Foreign Vendors

In order to conduct business with a foreign vendor, it is required that a W8 IRS form be filled out by the foreign vendor and submitted to the University. When registering the foreign vendor, if an email address is keyed in along with the information to register the vendor into the UWF Banner system, an automatic email will be sent to the foreign vendor to supply the W8 form to UWF. If the email address field is not completed when registering the vendor, the Cardholder is then responsible for obtaining the W8 form from the foreign vendor. If a Foreign PCard Vendor was entered:

• It is the cardholder’s responsibility to either obtain the applicable IRS W-8 Form from the Foreign PCard Vendor (and then forward the W-8 Form to Procurement); OR,
• Enter the Foreign PCard Vendor’s email address in the Vendor’s Email field to assure they get email instructions on where to send the applicable W-8 Form

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Fraud

1. Check daily PCard charges in Banner to immediately identify any fraudulent activity.
   
2. Read PCard Fraud on P&C's internal web site
3. Approve the Fraud Charge in Banner before the 14-day auto-post date: Reference "Approving Fraud Charges"
4. The Cardholder or Managers are responsible for immediately contacting ALL of the following:
   • Bank - to report theft only. Do NOT order replacement card.
   • IAMC
   • UWF Police Director
   • PCard Administrator (who will order a replacement card)

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Furniture

Furniture can be purchased using a PCard ONLY if the cost of the individual item is under $5,000.00 AND P&C must give PRIOR written approval. The prior approval can be in the form of an email and must be filed with the PCard backup for auditing purposes. For additional information on furniture purchases see "Furniture Purchase/Assembly - Guidelines and Restrictions".

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Gasoline for State and Rental Vehicles

Gasoline can be purchased ONLY for Rental and State Vehicles when traveling for UWF.  Gasoline for personal cars will not be part of this allowable and reimbursement will be issued through the TAR/TER process. In order for the gasoline purchase to be processed properly, the gasoline purchase will require some additional steps for it to be considered authorized and in compliance. If the below steps are not followed and the information is not provided, you will be contacted by Procurement and Contracts or Internal Auditing. If a TAR, State Vehicle, or Rental Car Agreement Number is not available, the Cardholder will be responsible for reimbursing UWF for the gasoline purchase. The approval process in Banner for gasoline purchases will require specific attention as follows:

• Type 00040517 commodity code and 71012 account code for in state.
• Type 00040519 commodity code and 71063 account code for out of state.
• After the gasoline charge has been approved and posted to the ledger, the PCard Managers will receive an additional email notification the next morning with an enclosed link.
• The PCard Manager clicks on the link in that email.
• The link will open a new Banner screen with a blank field for the TAR, State Vehicle, or Rental Car Agreement Number
• Type the TAR, State Vehicle, or Rental Car Agreement Number in the field provided.
• Click the Submit Button.
• Ensure that the screen does not show any gas charges.
• The gas charge is now authorized.

• If the email is not received, the PCard Manager will go to Information Navigator and click on Report PROC000046 PCard Gasoline Purchase Exceptions.
• Click "View Report".
• Click the "HERE" link provided on the screen.
• Type the TAR, State Vehicle, or Rental Car Agreement Number in the field provided.
• Click the Submit Button.
• Ensure that the screen does not show any gas charges.
• The gas charge is now authorized.

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Go Shopping Page - My UWF

P&C's Go Shopping Page is located on My UWF:

• Log into My UWF;
• Click on "Employee Resources" Folder; and then,
• Click on "Go Shopping (Procurement).

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Guidelines for Purchasing

1. All Cardholders should use the "Cardholder Checklist".
2. All Cardholders should refer to "Prohibited and Restricted Items" before making a purchase to ensure that the items purchased comply with UWF policies.
3. The “Go Shopping” Page (see above "Go Shopping" Page) should always be referenced to view the contracts and obtain competitive discount pricing.
4. UWF has a contract with Office Depot for the purchase of office supplies. If another vendor is used, you must document either
• a lower price than Office Depot, or
• the item beomg purchased is not available from Office Depot.
5. If a car rental company other than Avis is used, collision damage waiver must be purchased (CDW) or loss damage waiver (LDW) to protect UWF against property damage claims from the rental company.
6. The Cardholder is to always provide UWF’s Tax Exempt Number #85-8012708276C-6. If the Vendor requests the Tax Exempt Certificate, this is located on P&C's Internal and External Web Pages. If the vendor will not grant a sales tax exemption, note the vendor’s refusal on the receipt.
7. The PCard can be used outside the United States. 
8. As stated in PCard Policy, failure to use the PCard in compliance with UWF Policy, PCard Reference Guide, "signed" electronic forms, and training will result in one of the following consequence:
• reimbursing UWF;
• retraining;
• suspension or revocation of the PCard;
• possible disciplinary action.
9. The PCard can only be used for business-related goods or services permitted by UWF, and must never be used for any personal expenses or any goods or services that do not meet UWF policies.
10. If the PCard is used (inadvertently) for a personal purchase, IAMC must be notified immediately, and UWF reimbursed.
11. Contact P&C staff for assistance and questions to ensure compliance.

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Hand Sanitizers

To assist in reducing the spread of the H1N1 Virus, departments can purchase hand sanitizers. Environmental Health and Safety will supply sanitizer dispensers for common areas, but will not supply sanitizers for individual departments.

When purchasing the sanitizer for departments, ensure that the alcohol content ranges between 60% to 62%. Anything less than this percentage will not be effective. Hand sanitizers can be purchased from Office Depot, Fisher Scientific, Supreme Paper Company, or any vendor that has the product at the same price or less. When purchasing from Office Depot, send an email to Procurement and Contracts. Procurement and Contracts will notify the Office Depot representative to place the order. When purchasing from Fisher Scientific, an individual UWF online account must first be set up. See Step-By-Step Instructions. See also: Fisher Scientific Contract Summary Sheet and Fisher QuikSteps Online Ordering Instructions.

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Increases (Temporary & Permanent)-Single/Cycle Limits & Merchant Category Code (MCC)

All dollar limit increases and temporary MCC code overrides are submitted through Route It as indicated below:

• Temporary (one-time) Increase to Cardholder's Cycle/Monthly Limit
  • Example: If the purchase will exceed Cardholder's cycle/monthly limit.
  • Route It Form: "Temporary Override Request"
    
• Temporary (one-time) Increase to Cardholder's Single-Swipe/Purchase Limit (Standard Limit is $999)
  • Example: If the purchase will exceed Cardholder's single-swipe/purchase limit.
  • Route It Form: " Temporary Override Request"
• Permanent Increase to Cardholder's Cycle/Monthly Limit
  • Example: If purchases are routinely exceeding Cardholder's cycle/monthly limit.
  • Route It Form: "Updated Cardholder Application"
• Permanent Increase to Cardholder's Single-Swipe/Purchase Limit (Standard Limit is $999)
  • Reference: Permanent Limits in Excess of $20,000
  • Example: If purchases are routinely exceeding Cardholder's single-swipe/purchase limit.
  • Route It Form: "Special Limit Increase Request"
• Temporary Override to Merchant Category Code
  • Example: Usually requested to allow for a previously declined purchase to be transacted.
  • Route It Form: "Temporary Override Request" - select "MCC Request"

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Lost or Stolen Cards

1. Check daily PCard charges in Banner to immediately identify any fraudulent activity;
   
2. Approve the PCard Charge before the 14-day auto-post date;
3. Cardholder or Managers are responsible for immediately contacting:
   • Issuing Bank - to report theft only - Do NOT order replacement card;
   • IAMC;
   • University Police Director; and,
   • PCard Administrator - To order a replacement card.

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Manager (Account & Business) Role & Responsibilities

1. Definition:
   Account Manager (Primary): is an permanent or OPS employee, (not a student, or graduate assistant) who is the primary PCard Manager.
   Business Manager (Back-Up): is an permanent or OPS employee, (not a student, or graduate assistant) who is the back-up PCard Manager and is required to perform all duties as back-up for the Account Manager when not available.
   • Every Cardholder MUST have BOTH an assigned Account Manager and a Business Manager.
   • The Managers cannot be the same person due to support and coverage.
2. Approve Charges Before 14-Day Auto-Post Date: Each Manager is responsible for each Cardholder within their area of responsibility, and must approve charges before the 14-day auto-post date. This will avoid infractions, unclassified charges and audit findings for the department.
3. Following Requirements: Ensure that the PCard Program’s requirements and guidelines are followed. Both Managers are to read, understand, and abide by the terms and conditions stated in the PCard University Policy, PCard Reference Guide, Application & Agreement, Basic Training and Manager Training (see also PCard Manager Approving Guide). Failure to use the PCard in compliance with UWF Policy, PCard Reference Guide, Application and Agreement, and training will result in the following consequences:
• reimbursing UWF;
• retraining;
• suspension or revocation of the PCard; and,
• possible disciplinary action as stated in the PCard Policy.
4. Application and Training: Each Manager must complete a separate electronic Application and Agreement (in Route It) with their Supervisor’s approval and complete the following training:
• Banner Basic
• PCard Basic
• PCard Manager
5. Importance of Responsibilities: Managers are very important and cannot be ignored because they can:
   • quickly detect stolen card or card numbers;
   • quickly detect and report any fraudulent charges;
   • avoid budget errors by completing and/or updating the required four (4) fields in FAAINVT
   • avoid creating inaccurate UWF reports and possible audit findings by approving charges before the 14-day auto-post date;
   • avoid processing additional paperwork (Journal Entry Form) and creating additional work for employees outside of their department to correct the auto-posting.
6. Approving Charges in Banner:
   • Reference “Approving PCard Charges”.
7. Reconciliation:
   • Reference “Reconciliation"
8. Employee Transfers and Terminations:
   • Reference “Updating Information and Making Changes”
9. Daily Checking & Reporting:
   • Reference “Lost or Stolen Cards" and "Fraud".
10. Communication: Close communication with the Cardholder is imperative especially regarding new vendors being registered with UWF and obtaining receipts to approve charges in a timely manner.
11. Registering Vendors:
    • Reference "Registering Vendors

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OCO (Operating Capital Outlay)

• Equipment - Fixtures - Tangible Property
• Cost of Each Item (or unit) is $5,000.00 or More
• Normal Expected Life - 1 Year or More

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Online Training

Online training is required for both the Cardholder and the Managers.

• Registration for the training is located at the Reservation Desk (see My UWF - "Employee Resources" Folder - "Training Reservation Desk").
• Managers must have taken the Banner Basic Training and PCard Basic training BEFORE taking the PCard Manager training.
• Cardholder - PCard Basic Training
• Manager (Account and Business) - PCard Manager Training

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PayPal - Third Party Credit Card Processors

PayPal and third party credit card processors are a prohibited purchase when using PCard. They are prohibited because the actual vendor providing the good or service is masked and unidentifiable. The actual vendor providing the good or service must be on the receipt or invoice and be recorded in the Banner system for auditing purposes. The only exception is for conference registrations.

The following is a list of third party credit card processors (others may be included):

• PayPal
• 2CheckOut
• ClickBank
• ProPay
• WorldPay
• iBill
  

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Permanent Limits in Excess of $20,000

Anyone whose PCard permanent single swipe limit is in excess of $20,000 must file a State of Florida Financial Disclosure form with the State Commission on Ethics. Contact UWF Office of Human Resources, Attention: Kay Larson for the Disclosure information. Following are the particular citations:
http://www.ethics.state.fl.us/ , Florida Statute 112.3145 (3)(b)(5) , Florida Statute 287.017

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Policy - University

The PCard University Policy communicates the proper use of the PCard including restrictions, consequences for misuse and the roles and responsibilities of the Cardholder and the Managers.

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Presentation

• RouteIt Power Point Training Presentation

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Prohibited & Restricted Items

An expenditure of state funds must be authorized by law and the expenditure must meet the intent and spirit of the law authorizing the payment. *State funds cannot be expended to satisfy the personal preference of employees nor make unauthorized purchases as listed below.  The below items that are not prohibited can be purchased under special conditions.  Each receipt must have the written approval and required documentation attached for audit purposes.

ITEM	SPECIAL CONDITIONS
*Appliances: Heaters, Fans, Coffee Makers, *Refrigerators, Microwaves, etc.	Prohibited - Exceptions: 1) Refrigerators under $5,000.00 can be purchased for scientific labs. 2) Can only be purchased if using Student Fees or specified Grant Funds (attach grant page to receipt).
*Awards, Plaques, and Document Frames	Prohibited - Exception: Can only be purchased if using OHR Award Funds, Student Fees, or specified Grant Funds (attach grant page to receipt).
Breakroom Supplies: Cups, Plates, Napkins, Utensils, Paper Towels, Tissues, Hand Wipes, etc.	Prohibited - Exception: Can only be purchased if using Student Fees or specified Grant Funds (attach grant page to receipt).
*Cash, Money Orders, or Brokers	Prohibited - No Exception
Cell Phone: Equipment, Phone Charges (including Data Plan Charges) see below "Data Plans" for other devices	Prohibited - UWF accepts no responsibility for the purchase of cell phone equipment, cell phone charges, or any charges for contract cancellations or delinquent payments to a cell phone provider. (See Mobile Voice and/or Mobile Data Plan Allowance Agreement) Exception: Phone charges (including data plans) can be paid if Telecommunications has approved a departmental cell phone.
Cleaning Products	Prohibited - Exception: Can only be purchased by Facilities.
Computer Equipment (Exceeding $5,000) OCO	Prohibited - No Exception
*Congratulatory and Condolences Telegrams, Greeting Cards, Flowers	Prohibited - No Exception
Data Plans: IPads	Prohibited - No Exception (See Mobile Voice and/or Mobile Data Plan Allowance Agreement)
*Decorative Items: Globe, Statutes, Potted Plants, Picture Frames	Prohibited - Exception: Can only be purchased if using Student Fees or specified Grant Funds (attach grant page to receipt).
*Entertainment - Field Trips	Prohibited - Exception: Can only be purchased if using Student Fees or specified Grant Funds (attach grant page to receipt).
*Food: Coffee, Candy, Banquets, Pastries, Refreshments	Prohibited - Exception: Can only be purchased if using Student Fees or specified Grant Funds (attach grant page to receipt).
Furniture	Prohibited - Exception: Allowed only for a single item under $5000 and P&C MUST give PRIOR written approval. Written approval must be maintained in departmental PCard file.
Gasoline/Fuel/Oils	Prohibited for personal cars. Can only be purchased with a PCard when gas is for State and Rental vehicles or for Facilities Maintenance.
Gift Cards	Prohibited - Exception: Can only be purchased if using Student Fees.
OCO Equipment ($5,000 and up)	Prohibited - No Exception
*Other Restricted Items (such as barbershop charges and lottery tickets).	Prohibited - No Exception
PayPal and 3rd Party Credit Card Processors	Prohibited - Exception: Allowed only for conference registrations.
*Promotional Items: Gifts, Pens, T-shirts, etc.	Prohibited - Exception: Can only be purchased if using Student Fees or specified Grant Funds (attach grant page to receipt).
UWF and UWF Cashier's Office	Prohibited - No Exception - UWF is charged a handling fee when the PCard is used to pay UWF.

 

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Protecting the PCard

1. Do NOT respond to email or phone inquiries from any sources other than UWF about individual's PCard information.
2. Forward scam emails to ITS Help Desk, and Police Dept.
3. Check transactions daily in Banner (FAAINVT) for fraudulent purchases.
4. The PCard is for the Cardholder’s use ONLY.  Do NOT allow others to use the card or number. 
5. Don't email credit card numbers
6. Keep the PCard in a safe place and guard the account number.
7. Do not keep the PCard out in the open for anyone to obtain the credit card number.
8. Do not make a paper copy of the PCard and have it easily accessible to others.
9. Only order on secure web sites.
10. Immediately contact the Bank to cancel the PCard for "Fraud" and "Lost or Stolen Cards".
11. Cardholders are accountable for the security of their cards and will be held personally responsible for non-conforming charges or the misuse of the PCard. 
12. Keep the PCard separate from personal credit cards so as not to accidentally charge personal items on the UWF PCard.
13. Read PCard Fraud on P&C's internal web site for more tips.

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Receipts & Documentation

1. Provide original receipts with the Cardholder’s Signature, Date, Commodity Code and Account Code to the Managers directly after making a purchase and before the 14-day auto-post date.
2. An email with the Cardholders approval along with the PCard receipt attached or in the body of the email is sufficient and will NOT require the Cardholder to physically sign the receipt.
3. Receipts should be easy to read and have a description of the item/service purchased (Receipt Label Form).
• A receipt can be in the form of an invoice, online order form, packing slip, faxed copy of receipt, or cash register receipt.
• If the purpose for the purchase is not clear, cardholder must also provide a statement on either the paper or electronic receipt indicating the purpose of the purchase. Internal Auditing must be able to easily determine the business purpose of the purchase.
4. When the receipt is not available, provide a “Replacement Receipt Form” to the Managers.
5. Receipts are required for audit purposes.
6. If a receipt is not on file, this will be considered an infraction and an audit finding.
7. Vendor quotes (including Dell equotes for computers, laptops, etc.) should be attached to approval backup documentation also.

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Reconciler

1. The Business or Account Manager can be the Reconciler.
2. The Reconciler's name must be on file with the PCard Administrator to meet audit requirements.
3. A Cardholder CANNOT reconcile their own charges.

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Reconciliation

The monthly PCard reconciliation is mandatory and requires the following steps for compliance:

• Once a month all documentation must be reconciled with two separate reports:
  • Report 1 - departmental Reconciliation Report (PROC000007) located in Information Navigator under Procurement and Contracts
  • Report 2 - monthly online SDOL statement with the Bank (see BANK STATEMENTS ONLINE for instructions) Note: The Approver (Account/Business Manager) does not have access to the Cardholder's SDOL online statement. The statement can only be obtained by the Cardholder due to security parameters. Therefore, it is the cardholder's responsibility to print out the SDOL bank statement and provide it to the Approver (Account/Business Manager) as well as provide all receipts and backup documentation for the PCard purchases.
• Documentation of this reconciliation should be maintained in the department's PCard files for five (5) years and will be subject to audit.
• Each monthly Reconciliation Report is to be reviewed, signed and dated by the Reconciler and the Department Head.
• Due to account information on the statement, redact/remove account number before retaining statement for office PCard files.

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Registering Vendors

When to enter the PCard Vendor at the Internal On-Line P-Card Vendor Registration site: When the automated email (indicating the charge has posted and you have 14 days within which to approve the charge) to the cardholder and Business and Account managers is received, THEN enter the PCard vendor. Please do NOT enter the PCard vendor before the automated email is received indicating the charge has posted.

Before entering the PCard Vendor, always search to make sure the PCard Vendor is not already in Banner (see "Vendor Search")

If the PCard vendor has not been previously registered and is not in Banner:

1. Visit the "Internal On-Line Vendor Registration for PCard Only" site
2. Click on the PCard icon
3. Key in the Cardholder's name (who made the purchase), the dollar amount, date of charge, the Vendor's Name, the Vendor's Address
• NOTE: The vendor's TIN (Tax ID Number) is not a requirement.
4. Click on the submit button
5. Allow 72 working day hours for the vendor to be registered
6. A confirmation email will be sent when the vendor is in Banner and ready to use for the PCard approval.

For step-by-step instructions see "Instructions for Online PCard and Student Vendor Registration".

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Replacement Receipt Form

1. The "Replacement Receipt Form" is to be used when a receipt is not available.
2. The form is to be kept as backup documentation for audit purposes.
3. Contact the Internal Auditors and PCard Administrator when the original receipt is not available.

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Reports in Information Navigator

Auto-Post Report: This report provides the Reviewer a list of all the charges that have not been approved by the Manager in Banner (FAAINVT) and the 14-day auto-post date the charges need to be approved by. Areas that need to be keyed in Banner are highlighted in yellow on this report. Check the Auto-Post Report daily to ensure the transaction is removed from the list when correctly approved.

Commodity and Account Code Report: This report provides the Reviewer the Commodity and Account codes needed for the approval of the PCard charge in Banner.

Activity Report: This report provides the Reviewer a summary of the charges made by each Cardholder or by all the Cardholders between specific date ranges and also shows which fields were not appropriately filled in causing the charge to auto-post.

Posted Not Approved Charges: This report provides the Reviewer a list of all the charges that have NOT been approved in Banner (FAAINVT) by the Managers and have posted to the General Ledger as an unclassified charge. This report is used by P&C and the Internal Auditors for tracking of unclassified charges. Unclassified charges will be considered infractions and an audit finding.

Reconciliation Report: This report provides the Reviewer a list of all the charges that have been made per month. This report is to be used by the Cardholder’s assigned Reconciler to aid in the required reconciliation of monthly charges.

Cardholder Info: This report provides each Cardholder’s Single Transaction (Swipe) and Cycle Spend Limit, and the names of the Account and Business Managers.

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Scams

1. Scam artists can steal credit card numbers and obtain personal and financial information concerning individual's PCard number by trying to lure an email recipient to divulge their pertinent financial information which is known as “phishing".
2. Do not respond to any email or phone inquiries about the PCard except from UWF Procurement & Contracts and IAMC.
3. If you have detailed information, such as the Vendor Name and Phone Number, contact Legal Counsel and the UWF Police.

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Security Password

1. When contacting the Bank for Customer Service or Disputes, there are two Cardholder Security Identifiers:
   • First Security Identifier - last four numbers of Cardholder's Banner ID (9-digit number beginning with 97 - also referred to as a Nautical ID
   • Second Security Identifier - Cardholder’s Organization Code (four numbers)
2. When calling the bank for information, to report fraud, or a lost or stolen card, you might be asked for your Social Security Number.  DO NOT provide SSN. Instead provide them the First Security Identifier. 
3. You might also be asked for mother’s maiden name. DO NOT provide mother's maiden name. Instead provide them Second Security Identifier.

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Single & Cycle Dollar Limits

1. The single transaction limit is the amount that can be spent for one expense (not OCO) transaction.
2. Never "split" the cost of a single item (goods or services) into multiple payments in order to circumvent the single transaction limit.
3. Request a temporary or permanent increase to the single and cycle limits.
4. Reference "Increases (Temporary & Permanent) - Single & Cycle Limits" .
5. Reference Permanent Limits in Excess of $20,000
6. The permanent single transaction standard is $999.00
7. The permanent cycle limit is the dollar amount that can be spent for the entire cycle period.

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Splitting Single Item Purchases

1. Never “split” the cost of one single item (goods or services) into multiple charges in order to circumvent the per-single-transaction (single-swipe) limit.
2. Obtain a temporary increase for per-single-transaction (single-swipe) limit purchases that exceeds the PCard's per-single-transaction (single-swipe)limit.
3. Reference: “Increases (Temporary & Permanent) -Single & Cycle Limits".
4. Splitting transactions are considered an infraction.
5. If the Vendor is responsible for splitting a charge and the Cardholder did not direct the vendor to split the transaction, the action must be noted on the receipt or invoice.

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Supervisor Role & Responsibilities

1. Dean, Director, Department Head, or Chair must:
   • evaluate an employee's need for a PCard based on job requirements;
   • approve the employee's electronic PCard Application and Agreement (in Route It) based on job requirements
   • approve the temporary increases (in Route It) to Cardholder’s limits;
   • request permanent increases(in Route It) to Cardholder's limits;
   • ensure that the Cardholder and Managers are performing according to UWF guidelines and policy;
   • ensure that Managers approve PCard charges before the 14-day auto-post date;
   • re-evaluate the need for a PCard; and,
   • notify the PCard Administrator whenever a Cardholder’s requirements or status changes.

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Tax Exemption Certificate

A Vendor may request a copy of the UWF's Tax Exempt Certificate. The certificate is located on P&C's external web site under the menu selection "Vendor Guide".

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Terminated Vendor or Commodity Code

If during the approval process the following message is received: "FRM-40509: Oracle error: unable to update record", a TERMINATED VENDOR or TERMINATED COMMODITY CODE has been selected.

1. Terminated Vendor:
   • Complete the online PCard Vendor registration process. Even though the vendor is already in the system, this will allow Procurement to perform an update to the vendor and remove the termination date.
   • Reference "Registering Vendors".
   • After the vendor has been updated, the charge can now be approved in FAAINVT.
2. Terminated Commodity Code:
   • Manager must view and choose the appropriate Commodity Code
   • Commodity and Account Code Report (PROC000035) is located in Information Navigator under Procurement.
   • If applicable Commodity Code cannot be found, contact P&C.
   • Reference "Reports in Information Navigator".

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Travel Purchases

1. Travel Authorization Report (TAR - On Financial Svcs Forms Page - Under Travel Section) : Cardholder must include a copy of their TAR(s) along with the receipts or invoices for all travel related purchases. This documentary evidence must be provided to cardholder's Account Manager or Business Manager within ten (10) calendar days after a purchase.
2. Allowed Travel purchases:
   • Airfare
   • Hotel/Motel
   • Fax/Internet Connectivity
   • Automobile Rental (Recommended: Avis 800-338-8211 See d. below)
   • Registration Fees
   • Phone Calls (on hotel bill and business purpose must be clearly stated)
   • Gasoline for State and Rental vehicles (ONLY)
3. Prohibited Travel Purchases:
   • Meals
   • Phone Calls (unless on the hotel bill and business purpose must be clearly stated)
   • Clothing
   • Car Repairs
   • Personal Purchases
   • Gasoline for Personal vehicle
4. The PCard may be used to charge allowed travel expenditures for others who are also traveling on UWF business. 
5. CAR RENTAL:  Avis is the current rental state contract car company. Avis assumes all damage losses to rental vehicles specified in the contract. If you rent from another rental car agency other than Avis, UWF is responsible for any damage to the rental vehicle.  Therefore, if you rent from another company you must purchase the collision damage waiver (CDW) or loss damage waiver (LDW) to protect UWF against property damage claims from the rental company.
6. The PCard can be used outside the United States.  The Cardholder still must obtain vendor information, receipts and documentation
   • Most foreign companies will not have a FEI#, except for Canadian companies, but will need to submit a W8;
   • Immediately provide receipts to the Managers prior to the 14-day auto-post deadline date;
   • If the Cardholder will be out of the country for an extended period, they should make arrangements with the Managers to ensure the charges are approved.
7. Before taking a trip, the Cardholder should ensure that the single-swipe and cycle limits are sufficient to cover all hotel and travel costs. This prevents the Cardholder from having to urgently contact their department and the PCard Administrator to increase the limits while traveling.

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Unauthorized/Non-Conforming Purchases

1. Contact the Internal Auditor, the PCard Administrator, and the Cardholder concerning any unauthorized/non-conforming purchases, fraud, personal purchases, or missing receipts.

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Updating Information & Making Changes

1. An updated online application through Route It needs to be submitted when making changes to:
   • Name
   • Default Fund Code
   • Department Location
   • Account Manager
   • Business Manager
   • Reconciler
   • Cardholders
   • Closing of a PCard Account
   • Transfers to another department
2. If the Cardholder is terminating employment with UWF, the PCard must be cut in half and brought to P&C, Building 90, Room 134, with the “Separation Clearance Form”.

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Using UWF Contracts

When using the PCard you are acting as a Buyer for the University and you should be referencing all contracts that are available on the "Go Shopping" Page before purchasing from a non-contractual vendor. If the item is not available or costs more on any of the contracts then you must document your search showing due diligence before purchasing from the non-contractual vendor. This is also noted under "Guidelines for Purchasing". The Auditor General is requesting that evidence should be provided in the PCard files demonstrating that a query was performed and to provide documentation that the item was not available or cost more using the UWF contract vendor.

1. The “Go Shopping” Page should always be referenced to view the contracts and obtain competitive discount pricing.
2. UWF has a contract with Office Depot for the purchase of office supplies. If you use another vendor, you must document either
• a lower price than Office Depot, or
• the item you are purchasing is not available from Office Depot.

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What is a PCard & How to Get Started

• What is a PCard?
• Why should I use a PCard?
• How do I obtain a PCard?
• How do I get started?