The USF PCard is a University of South Florida VISA credit card issued by Bank of America. PCards are for full time USF staff and faculty to purchase allowable items and/or travel for official University business. PCards cannot be issued to students. PCards are issued to individual USF employees as approved by their Dean, Director or Department Chair.

IMPORTANT: All PCard users must have a Reconciler and a back-up Reconciler to process PCard transactions. Reconcilers handle electronic transactions and paper receipts and reports. Reconcilers are established within each department. If you are not sure if you have a Reconciler, check with your department fiscal staff. Reconcilers can be cardholders but must have a separate approver.

Charges to PCards are paid electronically, by the University. No more paper invoices to process! The cardholder is responsible for appropriate use of the PCard but does not pay the bill.

Just like a regular credit card. It's fast and easy, no waiting for a purchase order number. Vendors are paid quicker. There is still paperwork PCard participants must maintain.

The bad news is: to get a PCard you have to pass a test. The good news is: the test is available on-line, and you can take it as many times as you want.

Frequency: Daily/Weekly/Monthly

1. Each department has their own procedure as to who can request a Pcard.
2. Once the request has been approved the individual goes out to the website indicated http://usfweb2.usf.edu/pcard/index.html to take the test required to obtain a Pcard.
3. Once they pass the test they will print out the certification and fill out the cardholder profile form at http://usfweb2.usf.edu/pcard/content/pre_train/application/chpf1.html. The departmental chair signs it and it is forwarded to Sonia Manna CPR 107. The form is reviewed for processing, signed by Brent Smith, Director of Budgets and sent to Purchasing to be finalized for processing.
4. The cardholder is required to have two reconcilers, one primary and a backup reconciler. A Reconciler is the USF staff or faculty who ensures appropriate PCard use, and reconciles Cardholder receipts to the electronic PCard transactions. Reconcilers add required information to PCard transactions and process them for electronic payment. Transactions must be reconciled within prescribed time frames. Reconcilers are responsible for record retention of receipts and reports. To become a reconciler, you must attend in-class training and submit the FAST Access Request shown at the above link. This form is discussed in detail during in-class training. In-class training schedules (course FST102) can be found on the Talent Management website. After initial reconciler set-up with their designated cardholders, a reconciler may need to add or delete cardholders. This is accomplished by submitting the FAST RECONCILER SET-UP form shown on the attached link http://usfweb2.usf.edu/PCARD/mystuff/FAST%20RECONCILER%20SET-UP.doc.
5. A new Pcard holder will be notified when their card has arrived, they will have to personally pick up their Pcard, have photo ID available and go to AOC 200 during normal business hours. For Pcard holders receiving new replacement cards please bring expired card and photo Id to AOC 200.
6. Once the Pcard holder purchases an item, it is imperative that they get a receipt and forward it to the reconciler for processing. Pcard charges are placed in the FAST system on a daily basis after 4:00 pm for processing. It is the reconciler’s responsibility to check the FAST system on a daily basis for expenditures.
7. Once the expenditures have been reconciled as an allowable commodity, and distributed to correct chart fields string, they are to print the sheet out and attach the receipts along with it. The cardholders Pcard bank statement are sent out to departments each month. The reconciler will reconcile charges against the bank statement and the receipts . If correct, the reconciler has the pcard holder sign and date the bank statement and then forwards this information to the pcard holder’s supervisor (which in most cases is the chair of the department) for signature.
8. Once all signatures are acquired the bank statement and receipts can either be scanned and emailed to PCARDRECEIPTS@admin.usf.edu or copied and mailed to Pcard receipts AOC 200. Please note that the account number on the bank statement should be marked out only showing the last four digits of the account number and the pcard holder’s employee id should be written on the bank statement when forwarding to PCARDRECEIPTS. The reconciler has to keep a copy of submission for their records.
9. It is recommended by the College of Arts and Sciences budget staff that both the Pcard holder and reconciler have either the link or a printout available to their disposal of the Pcard allowable commodity and travel. These links are available at the Pcard website.

Related Business Processes

PreProcess: RPcard training
PostProcess: Reconciliation

Name: Title: Department:

Sonia Manna Budget Analyst College of Arts & Sciences Dean's Office

Campus Address: Phone: email:

CPR 107 813.974.3194 manna@cas.usf.edu

Process Owner: Forms:

College of Arts & Sciences Pcard Holder profile form http://usfweb2.usf.edu/pcard/content/pre_train/application/chpf1.html Reconciler setup form http://usfweb2.usf.edu/PCARD/mystuff/FAST%20RECONCILER%20SET-UP.doc

Training Opportunities:

FAST Pcard