University of West Florida

Procurement and Contracts

 

UWF PCARD REFERENCE GUIDE
FOR
CARDHOLDER
ACCOUNT MANAGER
BUSINESS MANAGER
Last Reviewed/Updated: 4/1/2014

 

Introduction

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 with all appropriate rules and regulations.
Possession and use of a UWF PCard is a privilege, not a right, 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.

To go to each section title below, click on the section title/subject.

APPROVER/MANAGER SEPARATION
APPROVING GUIDE
APPROVING PCARD CHARGES
APPROVING FRAUD CHARGES
AVOID AN AUDIT FINDING
BANK STATEMENTS ONLINE
BILLING ADDRESS
CARDHOLDER CHECKLIST
CARDHOLDER ROLE & RESPONSIBILITIES
CLEANING SUPPLIES
COMPUTER PURCHASES (INCLUDING IPAD/TOUCHPAD/E-READERS)
CONTACTS
CORRECTING UNAPPROVED CHARGES
CYCLE PERIOD
DEAN/DIRECTOR/CHAIR/VICE PRESIDENT (VP)/PRESIDENT'S ROLE & RESPONSIBILITIES
DECLINE - CREDIT CARD DECLINED BECAUSE OF MERCHANT CATEGORY CODE (MCC)
DISPUTES - INFORMAL & FORMAL
E-BOOK READER (i.e. Kindle/Nook) PURCHASES
ELECTRONIC FILES
FOREIGN PURCHASES
FOREIGN VENDORS
FRAUD
FURNITURE
GASOLINE FOR STATE & RENTAL VEHICLES
GO SHOPPING PAGE
GUIDELINES FOR PURCHASING
HAND SANITIZERS
INCREASES (TEMPORARY & PERMANENT) - SINGLE/CYCLE/MCC LIMITS
IPAD/TOUCHPAD PURCHASES (SEE COMPUTER PURCHASES)
LOST OR STOLEN CARDS
MANAGER (ACCOUNT & BUSINESS) ROLE & RESPONSIBILITIES
OCO - OPERATING CAPITAL OUTLAY
ONLINE TRAINING
PAYPAL AND THIRD PARTY CREDIT CARD PROCESSORS
PCARD CARDHOLDER REQUEST
PCARD POLICY- UNIVERSITY
PERMANENT LIMITS IN EXCESS OF $20,000
PROHIBITED & RESTRICTED ITEMS
PROTECTING THE PCARD
RECEIPTS & DOCUMENTATION
RECONCILER
RECONCILIATION
RECORDS RETENTION
REPLACEMENT RECEIPT FORM
REPORTS IN INFORMATION NAVIGATOR
ROUTEIT ELECTRONIC FORMS
SCAMS
SECURITY PASSWORD
SINGLE & CYCLE DOLLAR LIMITS
SPLITTING SINGLE ITEM PURCHASES
TAX EXEMPTION CERTIFICATE
TRAVEL PURCHASES
UNAUTHORIZED/NON-CONFORMING PURCHASES
UPDATING INFORMATION & MAKING CHANGES
USING UWF CONTRACTS
VENDOR REGISTRATION (PCARD ONLY)
WHAT IS A PCARD & HOW TO GET STARTED


Approver/Manager Separation

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.  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 (temporarily or permanently) assigned as the PCard Manager to approve PCard charges. This newly assigned employee as PCard Manager must complete 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 Banner Security Access through RouteIt Banner Security Request Form to have access to the funding source for approval of PCard charges in Banner. The immediate identification of a replacement Manager in a timely manner is warranted to avoid weakening of the internal control structure. 

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

Approving PCard Charges

  1. All PCard charges (including fraudulent and incorrect) must be approved prior to the 14-day auto-post date.
  2. Four (4) 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 may be an audit finding.
    • Index Code - This field will be populated with a default Index Code. Edits are 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 may be an audit finding (see Commodity and Account Code Report - PROC000035).
    • 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 - PROC000035). If the Account Code is not changed, it may be an audit finding.
  3. See 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 Managers do not receive the Cardholder's receipt(s) as required, they are to:
    • obtain the Replacement Receipt Form and ensure that it is filled out and maintained in the PCard Files;
    • approve the charge in FAAINVT by completing and/or updating the required four (4) fields;
    • contact Internal Auditing and Management Consulting (IAMC); and
    • continue trying to obtain the receipt from the Cardholder or the Vendor.
  7. 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 submit a formal dispute form.
  8. Manager approval of the charge must be indicated on the receipt or the Cardholder Checklist.

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.

Avoid an Audit Finding

  1. Review the PCard charges daily in Banner - FAAINVT;
  2. Use the Cardholder's Checklist form or PCard Receipt Labels for each charge;
  3. Managers must obtain each receipt 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.
  8. Business purpose (how purchase serves public purpose for UWF) is recorded on the receipt.

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 - for setting up online account and to obtain PCard bank statements for reconciliation.
  4. Print bank statement and redact/remove the first 12 digits of the account number and leave the last four digits of account number before retaining statement for office PCard Reconciliation Files.
  5. Cardholder must review 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.
  6. If locked-out of Bank's system, contact PCard Administrator to have password reset.

Billing Address

When the billing address is requested by the Vendor for invoicing and security purposes, the Cardholder will provide the Vendor the address below 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

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, if applicable, 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.

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 public funds for UWF-related expenses.  Exception: Graduate Assistants and OPS Staff may obtain a PCard with approval from the PCard Administrator and Procurement and Contracts (P&C) Director. This is on a case-by-case basis. This privilege requires the employee to:
    • be committed and responsible to comply with the terms and conditions stated in this PCard Reference Guide, PCard Cardholder Request, and PCard Basic Training;
    • have both an assigned Account Manager and Business Manager;
    • work with either Account or Business Manager 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 approve their own Temporary Override Request, Special Limit Increase Request, or updated PCard Cardholder Request;
    • NOT reconcile their charges as Reconciler; and
    • NEVER give their PCard number to another individual to use.
  2. Cardholder Request and Training: Each Cardholder must complete an electronic Cardholder Request in RouteIt with their Dean/Director/Chair/VP/President's approval and complete PCard Basic Training.
  3. Using the PCard Appropriately:
  4. Dollar Limit Increases:
  5. If after an exhaustive search (see Vendor Search To Determine If Vendor Is In Banner), the PCard Vendor is not found in Banner, enter them on the Internal Online PCard Vendor Registration page. This should be done only AFTER the transaction has posted with the bank.
  6. Communication:
    • Close communication with the Managers is imperative, especially regarding new Vendors being registered and keyed into Banner.
  7. Provide Receipts to Managers:
  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:
  10. Provide Documentation:
  11. Bank Statements Online

Cleaning Supplies

When a department chooses to clean their area with additional cleaning supplies other than what is provided by UWF Facilities and Operations Department, those cleaning supplies can only be purchased if:

  • the fund is a Grant, Auxiliary, or Collected Fees fund which specified that cleaning supplies can be purchased, and/or
  • the department is located off campus and does not have access to the services provided by UWF Facilities and Operations Department.

If the above criteria is met, refer to Go Shopping page (located on My UWF Desktop - search by Go Shopping) for vendor on contract.


Computer Purchases

Information Technology Services (ITS) (computerpurchase@uwf.edu) must review 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 Hardware Peripherals-Mini-Main Frame 70356
EXP20400 Computer and Peripherals 70356
EXP20453 Microcomputers-Desktop or Tower 70356
EXP20454 Microcomputers-Handheld-Laptop-Notebook 70356
EXP20456 Touch Screen Tablet Computer 70356
EXP20457 E-Book Readers 70356

Note: e-book readers (i.e. Nook, Kindle) do NOT require prior ITS written approval. Please use above Commodity/Account Codes for e-book readers.


Contacts

SUBJECT
CONTACT
TELEPHONE
EMAIL
Setup for Cardholders and Managers

Eric Engelmeyer
Bob Pacenta

850-474-2629
850-474-2627
Available PCard Balance

JP Morgan Chase
Eric Engelmeyer
Bob Pacenta

800-316-6056
850-474-2629
850-474-2627
Declined Purchases

Eric Engelmeyer
Bob Pacenta

850-474-2629
850-474-2627
Fund/Orgn Acess in Banner/Security
Doyle Pitts
Regina Bell
850-474-3028
850-474-3026
Increases (Temporary & Permanent) - Single & Cycle Limits
Eric Engelmeyer
Bob Pacenta
850-474-2629
850-474-2627
Formal Dispute
JP Morgan Chase
888-297-0768
Furniture
Candace Perez
850-474-2630
General Counsel (Legal)
Front Desk
850-474-3420
IAMC
Betsy Bowers
850-474-2637
IT Purchases/Questions
Eric Engelmeyer
Bob Pacenta
850-474-2629
850-474-2627

Lost/Stolen Card - Fraud

Please call either Eric Engelmeyer/Bob Pacenta, OR JP Morgan Chase,
OR Betsy Bowers/John Warren. Do not call all three.

Eric Engelmeyer or
Bob Pacenta

JP Morgan Chase

Betsy Bowers or
John Warren

850-474-2629
850-474-2627

800-539-5232

850-474-2637
850-474-2022

Misuse/Abuse of PCard
Betsy Bowers
850-474-2637
Missing Receipt Issues and Problems
Betsy Bowers
850-474-2637
OCO Issues/Questions
Doyle Pitts
850-474-3028
PCard Administrator
Eric Engelmeyer
Bob Pacenta
850-474-2629
850-474-2627
Journal Entry Form (PCard Charge Correction)
Lisa Warren
850-474-3025
Police
John Warren
850-474-2022
Prohibited/Restricted Transactions
Eric Engelmeyer
Bob Pacenta
850-474-2629
850-474-2627
Travel
Barbara Crenshaw
850-474-3049
Updating Cardholder Information
Eric Engelmeyer
Bob Pacenta
850-474-2629
850-474-2627
Vendor Maintenance (Adding/Updating)
Candace Perez
Bob Pacenta

850-474-2630
850-474-2627


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 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.

Cycle Period

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

Dean/Director/Chair/VP/President's Role & Responsibilities

  1. Dean, Director, Chair, VP, or President:
    • must evaluate an employee's need for a PCard based on job requirements;
    • must approve the employee's electronic PCard Cardholder Request (in RouteIt) based on job requirements;
    • may approve the temporary increases (in RouteIt) to Cardholder’s limits;
    • must request permanent increases(in RouteIt) to Cardholder's limits;
    • must ensure that the Cardholder and Managers are performing according to UWF guidelines and policy;
    • must ensure that Managers approve PCard charges before the 14-day auto-post date;
    • must re-evaluate the need for a PCard and currently established limits; and
    • must notify the PCard Administrator whenever a Cardholder’s requirements or status changes (e.g. moves to another department, duties change, termination, etc.).

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 (keep copy for department files) 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:
  4. Commercial Card Services
    ATTN: Dispute Dept.
    P.O. Box 2015
    Elgin, Illinois, 60121-2015
    Email: CCS-Disputes@Chase.com
    Fax: (847) 931-8861
  5. Under NO circumstances should cash be accepted from the Vendor in lieu of a credit to the PCard.
  6. Even if the charge is being disputed, the Managers must still approve the disputed charge before the 14-day auto-post date.
  7. 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. The Managers will approve the credit using the same fund as the original PCard transaction. This will correct the original incorrect charge to the General Ledger and the fund.

Electronic Files

  1. The PCard Manager must ensure the documents have all the required signatures/approvals prior to scanning for storage.
  2. The bank statements (or scanned copy) would need to be filed (not shredded) with the records as part of the reconciliation process.
  3. Access to the scanned images needs to be readily accessible. These electronic files would also need to be readily available for a PCard audit or Florida Auditor General audit.
  4. Redact/remove the first 12 digits of the account number and leave the last four digits of account number on any paper document (whether or not it will be subsequently scanned).
  5. Ensure the business purpose if on the receipt.
  6. The electronic file copy should be kept by the reconciler using a file that is encrypted (password protected) and prohibits Cardholder access to these documents. Verify the accuracy of the scanned documents before shredding originals.

Foreign Purchases

Due to currency conversions, 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). 1% charge should be approved using same Commodity/Account Code as items purchased. For audit purposes, note on the invoice the discrepancy amount and reason.

Foreign Vendors

To conduct business with a foreign Vendor, a W-8 IRS form must be filled out by the foreign Vendor and submitted to UWF.
  • 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 P&C); OR,
  • Enter the Foreign PCard Vendor’s email address in the Vendor’s Email field (on the PCard Vendor Registration form) to assure they get email instructions on where to send the applicable W-8 Form.

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: See Approving Fraud Charges.
  4. The Cardholder or Managers are responsible for immediately contacting ONE of the following:
    • PCard Administrator (who will order a replacement card)
    • Bank - to report theft only. DO NOT ORDER REPLACEMENT CARD.
    • IAMC
    • UWF Chief of Police
  5. Nofity the Vendors who you do business with on a frequent basis to change your card number.

Note: If after UWF work hours, contact Bank.


Furniture

Furniture can be purchased using a PCard ONLY if

  • the cost of the unit item is under $5,000.00 AND
  • P&C has given 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.


Gasoline for State and Rental Vehicles

Gasoline can be purchased ONLY for Rental and State Vehicles when traveling for UWF business.  Gasoline for personal cars is not an allowable PCard purchase and reimbursement will be issued through the Travel Authorization Request (TAR)/Travel Expenses Request (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 P&C or IAMC. 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.
    • Click 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 PCard Gasoline Purchase Exceptions (Report PROC000046).
    • 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.

Go Shopping Page

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

  • Log into My UWF
  • Search for Go Shopping
  • Click on Go Shopping Procurement

Guidelines for Purchasing via PCard

  1. All Cardholders are encouraged to 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 (located on My UWF Desktop - search by Go Shopping) should always be referenced to view the contracts and obtain competitive discount pricing.
  4. UWF utilizes multiple contract Vendors for the purchase of goods and services. If a non-contract Vendor is used, you must document either
    • a lower price than the contract Vendor, or
    • the goods or services being purchased are not available from the contract Vendor.
  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 at least one of the following consequences:
    • reimbursing UWF;
    • retraining;
    • suspension or revocation of the PCard; and
    • 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, P&C and IAMC must be notified immediately, and UWF reimbursed.
  11. Contact P&C staff for assistance and questions to ensure compliance.

Hand Sanitizers

To assist in reducing the spread of viral and bacterial infections, 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 State Contract Vendors, or any Vendor that has the product at the same price or less. When purchasing from State Contract Vendors, send an email to P&C. P&C will notify the Contract representative to place the order for the restricted item. 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.


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

All dollar limit increases and temporary MCC overrides are submitted through RouteIt as indicated below:
  • Temporary (one-time) Increase to Cardholder's Cycle/Monthly Limit
    • Example: Purchase will exceed Cardholder's cycle/monthly limit.
    • RouteIt Form: Temporary Override Request
  • Temporary (one-time) Increase to Cardholder's Single-Swipe/Purchase Limit (Standard Limit is $999)
    • Example: Purchase will exceed Cardholder's single-swipe/purchase limit.
    • RouteIt Form: Temporary Override Request
  • Temporary Override to Merchant Category Code
    • Example: Usually requested to allow for a previously declined purchase to be transacted.
    • RouteIt Form: Temporary Override Request - select MCC Request
  • Permanent Increase to Cardholder's Cycle/Monthly Limit
    • Example: Purchases are routinely exceeding Cardholder's cycle/monthly limit.
    • RouteIt Form: Updated Cardholder Application
  • Permanent Increase to Cardholder's Single-Swipe/Purchase Limit (Standard Limit is $999)

Lost or Stolen Cards

  1. Check daily PCard charges in Banner to immediately identify any fraudulent activity. If found, see Approving Fraud Charges.
  2. Approve the PCard Charge before the 14-day auto-post date;
  3. The Cardholder or Managers are responsible for immediately contacting ONE of the following:
    • PCard Administrator (who will order a replacement card)
    • Bank - to report theft only. DO NOT ORDER REPLACEMENT CARD.
    • IAMC
    • UWF Chief of Police
  4. Nofity the Vendors who you do business with on a frequent basis to change your card number.

Note: If after UWF work hours, contact Bank.


Manager (Account & Business) Role & Responsibilities

  1. Definition:
    Account Manager (Primary): permanent or OPS employee (not a student or graduate assistant)
    Business Manager (Back-Up): permanent or OPS employee (not a student or graduate assistant) who 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, coverage, and internal controls.
  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: Both Managers are to read, understand, and abide by the terms and conditions stated in the PCard University Policy, PCard Reference Guide, PCard Cardholder Request, PCard Basic Training and PCard Manager Training (see also PCard Manager Approving Guide). Failure to use the PCard in compliance with referenced documents and training may result in the following consequences:
    • reimbursing UWF;
    • retraining;
    • suspension or revocation of the Manager roles and responsibilities; and
    • possible disciplinary action as stated in the PCard Policy.
  4. PCard Manager Request and Training: Each Manager must complete a separate electronic Application and Agreement (in RouteIt) with their Dean/Director/Chair/VP/President's approval and complete the following training:
  5. Importance of Responsibilities: Managers' responsibilities are key to the oversight process. Managers 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; and
    • 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:
  7. Reconciliation:
  8. Employee Transfers and Terminations:
  9. Daily Checking & Reporting:
  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:

Operating Capital Outlay (OCO)

OCO is equipment, fixtures, and other tangible personal property that are not consumable or expendable, the value or cost of which is $5,000 or more and the normal expected life of which is one year or more. Also hardback-covered books that are circulated to students or the general public with the value or cost of which is $250 or more are considered OCO.

See Prohibited and Restricted Items

Freight, installation and other charges incurred in obtaining and placing the item(s) in service are included in the acquisition cost.

OCO must be purchased on a Purchase Order and may not be purchased with a PCard.


Online Training

Online training is required for both the Cardholder and the Managers.
  • Registration for the training is located at the Training Reservation Desk (see MyUWF - search for Training Reservation Desk).
  • Managers must have taken the Banner Navigation Online Course and PCard Basic Training BEFORE taking the PCard Manager Training.
  • Cardholder - PCard Basic Training
  • Manager (Account and Business) - PCard Manager Training

PayPal and Other Third Party Credit Card Processors

PayPal and third party credit card processors are acceptable when purchasing goods and/or services when using PCard only. DO NOT USE A PERSONAL PAYPAL OR OTHER PERSONAL 3RD PARTY CREDIT CARD PROCESSOR'S ACCOUNT TO TRANSACT OFFICIAL UWF BUSINESS! If the actual Vendor providing the goods and/or services is not listed on the receipt or invoice, then the Cardholder must document the actual Vendor and submit it with the receipt or invoice for auditing purposes.

The following is a list of third party credit card processors (others may be included):
  • PayPal
  • 2CheckOut
  • ClickBank
  • ProPay
  • WorldPay
  • iBill
  • Square Inc
  • Verifone

PCard Cardholder Request

  1. The PCard Cardholder Request is available and submitted online through RouteIt.
  2. The PCard Account Manager/Business Manager Request is available and submitted online through RouteIt.

PCard Policy - University

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

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: Jamie Sprague (850-474-2156) for the Disclosure information. Following are the particular citations:


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. The items below 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).
Books - OCO (Hardbound and $250 or more) Prohibited - Exception: Books costing less than $250.
Break Room 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 Supplies Prohibited - Exception: Can only be purchased by UWF Facilities & Operations Department; Can be purchased with Grant, Auxiliary, or Collected Fees; Can be purchased if the department is located off campus and does not have access to the services provided by UWF Facilities & Operations Department.
Computer Equipment (Exceeding $5,000) OCO Prohibited - No Exception
*Congratulatory and Condolences Telegrams, Greeting Cards, Flowers Prohibited - No Exception
Data Plans: iPads, Phones, Mobile Devices Prohibited - No Exception (See Mobile Voice and/or Mobile Data Plan Allowance Agreement)
*Decorative Items: Globe, Statues, Potted Plants, Picture Frames, Clocks for Private Offices 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 (OCO) - Exception: Expense (under $5,000) 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: Prior written approval must be obtained by PCard Administrator and maintained in departmental PCard file.
OCO Equipment ($5,000 and up) and Hardbound Books ($250 and up) Prohibited - No Exception
*Other Restricted Items (such as barber shop charges and lottery tickets) Prohibited - No Exception
PayPal and 3rd Party Credit Card Processors Prohibited - For personal PayPal and personal 3rd Party Credit Card Processor accounts.
*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.

*State funds cannot be expended to satisfy the personal preference of employees nor can employees make unauthorized purchases as listed above.


Protecting the PCard

  1. Do NOT respond to email or phone inquiries from any sources other than UWF PCard Administrator or IAMC about individual's PCard information.
  2. Mark phishing emails as spam or junk. If you need help determining the legitimacy of an email or website, call or email the ITS Help Desk.
  3. Check transactions frequently 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. Do not email or fax credit card numbers, expiration dates, and security codes. Exception: Dispute Form can be faxed to bank.
  6. Do not make a paper copy of the PCard and have it easily accessible to others.
  7. Only order on secure web sites (e.g. https).
  8. Immediately contact the PCard Administrator or Bank to cancel the PCard for Fraud and Lost or Stolen Cards.
  9. 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. 
  10. Keep the PCard separate from personal credit cards so as not to accidentally charge personal items on the UWF PCard.
  11. Read PCard Fraud on P&C's internal web site for more tips.

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 must 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 or supporting document indicating the purpose (how the purchase serves the public purpose for UWF) of the purchase. The business purpose of the purchase should be easily determined.
  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 it will be considered an infraction and an audit finding.
  7. Vendor quotes (including Dell or Apple e-quotes for computers, laptops, etc.) must be attached to approval backup documentation also.

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.

Reconciliation

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

  • Once a month all transaction documentation must be reconciled with two separate reports:
    • Report 1 - departmental Reconciliation Report (PROC000007) located in Information Navigator under P&C
    • 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 must be maintained in the department's PCard files for five (5) years and will be subject to audit.
  • Each monthly Reconciliation Report must be reviewed, signed and dated by the Reconciler and the Dean/Director/Chair/VP/President.
  • Due to account information on the statement, redact/remove the first 12 digits of the account number and leave the last four digits of the account number before retaining statement for office PCard files.
  • Fully completed and executed electronic PCard files are acceptable. Files must be readily available for PCard audit. Departments, not PCard Administrator or IAMC, are solely responsible for the viability of the electronic files.
  • The reconciliation should be completed within 20 days of month-end.

Records Retention

PCard supporting documentation and monthly reconciliations should be maintained by the Reconciler for five years. It is acceptable for the Cardholder to maintain a copy of the records if needed. However, the original files should be maintained by the Reconciler and not the Cardholder. The original PCard records should NOT be returned to the Cardholder after approval.

 


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.

Reports in Information Navigator

PCard Auto-Post (PROC000004): 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 PCard Auto-Post Report daily to ensure the transaction is removed from the list when correctly approved.

Commodity and Account Codes (PROC000035): This report provides the Reviewer the Commodity and Account codes needed for the approval of the PCard charge in Banner.

PCard Activity (PROC000002):
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.

Pcard Posted Not Approved (PROC000009):
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.

PCard Reconciliation (PROC000007):
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.

PCard Cardholder Information (PROC000030): This report provides each Cardholder’s Single Transaction (Swipe) and Cycle Spend Limit, and the names of the Account and Business Managers.

RouteIt Electronic Forms

RouteIt Power Point Training Presentation


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 P&C and IAMC.
  3. Mark phishing emails as spam or junk. If you need help determining the legitimacy of an email or website, call or email ITS Help Desk.

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 Nautilus 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 described in above bullet. 
  3. You might also be asked for mother’s maiden name. DO NOT provide mother's maiden name. Instead provide them with a Second Security Identifier described in above bullet.

Single and Cycle Dollar Limits

The single transaction limit (single swipe limit) is the amount that can be spent for one expense (not OCO) transaction. The permanent cycle limit is the dollar amount that can be spent for the entire cycle period.

  1. Never split the cost of a single item (goods or services) into multiple payments in order to circumvent the single transaction limit.
  2. Request a temporary or permanent increase to the single and cycle limits, as necessary.
  3. See Increases (Temporary & Permanent) - Single & Cycle Limits .
  4. See Permanent Limits in Excess of $20,000
  5. The permanent single transaction standard is $999.00

Splitting Single Item Purchases

  1. Never “split” the cost of one single item (goods or services) into multiple charges to circumvent the per-single-transaction (single-swipe) limit.
  2. Splitting transactions is considered an infraction.
  3. Obtain a temporary increase for per-single-transaction (single-swipe) limit purchases that exceeds the PCard's per-single-transaction (single-swipe)limit.
  4. See: Increases (Temporary & Permanent) -Single & Cycle Limits.
  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 for auditing purposes.

Tax Exemption Certificate

All purchases made on behalf of UWF with a State of Florida merchant should be exempt from sales tax. Although the tax exempt number is on front of the PCard and you may have a business card size version of UWF 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. In cases where sales tax is paid in error, every effort should be made to recover these charges.

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
    • Business Phone and Fax/Internet Connectivity (on hotel bill and business purpose must be clearly stated)
    • Automobile Rental (Recommended: Avis 800-338-8211 See e. below)
    • Registration Fees (Conferences, Seminars, Workshops, etc.)
    • Gasoline for State and Rental vehicles (ONLY)
    • Taxicab Fares and Tips not to exceed 15% of fare (need receipts for fare)
    • Tolls (need receipts)
  3. Prohibited Travel Purchases:
    • Meals (including room service)
    • Car Repairs
    • Personal Purchases (including clothing, dry cleaning, movies, and other entertainment)
    • Gasoline for Personal Vehicle
    • First Class Airfare
  4. The PCard may be used to charge allowed travel expenditures for others who are also traveling on authorized UWF business. 
  5. VEHICLE RENTAL(CAR AND TRUCK): See Go Shopping page (located on My UWF Desktop - search by Go Shopping) under Vehicles - Rental Vehicle - Avis and Enterprise.
  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 FEID Number, except for Canadian companies, but will need to submit an IRS W-8;
    • 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 must 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.

Unauthorized/Non-Conforming Purchases

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


Updating Information and Making Changes

  1. An PCard Cardholder Request through RouteIt 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 20E, Room 108, with the Separation Clearance Form.

Using UWF Contracts

When using the PCard you are acting as a Buyer for UWF and you should be referencing all contracts that are available on the Go Shopping page (located on My UWF Desktop - search by Go Shopping)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. See Guidelines for Purchasing. 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. This is for audit purposes.
  1. The Go Shopping page (located on My UWF Desktop - search by Go Shopping) should always be referenced to view the contracts and obtain competitive discount pricing.
  2. UWF utilizes multiple contract Vendors for the purchase of goods and services. If a non-contract Vendor is used, you must document either
    • a lower price than the contract Vendor, or
    • that the goods or services being purchased are not available from the contract Vendor.

Vendor Registration (PCard Only)

When the Cardholder and Business and Account Managers receive the automated email (indicating the charge has been posted in Banner and you have 14 days within which to approve the charge), 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 is not in Banner OR the address 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 hours (3 business days) for the Vendor to be registered
  6. A confirmation email will be sent to the initiator 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.


What is a PCard & How to Get Started

 

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