The University has granted a new process that allows for reimbursement from the USF Foundation (DSO) for expenses charged to USF PCards.  This process will allow departments to take advantage of the benefits of paying for expenses with the USF PCard where the funding source may ultimately be through a DSO.

PLEASE NOTE:  PCard rules and regulations apply to ALL purchases made with a USF PCard, regardless of whether reimbursement will be secured, including the necessity of having a FOOD AGREEMENT in place prior to any food purchase.  NO PURCHASES OF ALCOHOL WILL BE APPROVED!

Frequency:  As Needed

To successfully reimburse a PCard charge from the USF Foundation as DSO:

1. Charges must be coordinated by the Dean’s office auxiliary accountant.
2. Requested charges need to be submitted, by email, with the following information.
1. USFF Fund number used for reimbursement
2. Approval by USF Foundation Fund Administrator (FA)
3. PCard Holder and email address
4. PCard Reconciler and email address
5. List of item(s) to be reimbursed and the reason for purchase.
1. Travel:
1. Approved TAR
2. Person traveling
3. Reason for travel
4. Dates of travel
5. Budget for expected expenditures
2. Food purchases (only applicable where PCard FOOD AGREEMENT is in place)
3. Once your purchase has been reviewed, the USFF FA and the PCard Reconciler will receive notification of approval with accompanied FAST chart-fields for posting.
4. A check request, in the amount of the reimbursement, must be submitted to the Dean’s office, as normally submitted to the USF Foundation, within 10 business days from the date of purchase and/or the ending date of travel.  All accompanied documentation for the expenses must be attached to the check request.
1. Travel:
1. Airline tickets will need to be accompanied by the reconciled, approved PCard statement.