PCard Training

Cardholder Training Part 1

Part 1:  Where to Use PCard | Applying for PCard | Important Info | Credit Limits | Responsibilities

Where Can I Use My PCard?

  • The USF system PCard can be used at any business that accepts Visa.
  • PCard may be used:
    • In person at a merchant location
    • By telephone
    • Online
  • All purchases must be in accordance with established USF system policies, procedures and regulations

How Do I Apply For a PCard?

  • Complete the FST 108: PCardholder Training course
    • All cardholders are required to retake FST 108: PCardholder Training every 3 years.
  • Must fill out cardholder profile form (Download form here).
    • Form MUST be signed by your Area VP or other authorized designated individual
    • The form MUST have a valid working USF email address.

Important Account Information

  • USF billing cycle
    • Starts: On the 5th of each month.
    • Ends: On the 4th of the following month.
    • Please Note: If the 4th of the month falls on a weekend the billing cycle will end at 11:59pm on the following business day
  • The USF System PCard billing address:
    • 4202 East Fowler Ave, SVC 1073
      Tampa, FL 33620
  • The billing address is different from the shipping address. The shipping address MUST be a USF System address.

Credit Limits

  • Standard credit limits for a USF System PCard are:
    • Monthly Transaction Limit: $5,000.00
    • Single Transaction Limit: $2,000.00
  • Higher credit limits can be requested on a temporary or permanent basis.
    • Cardholders should submit a Limit Change Request using the Cardholder Profile Form.
    • Temporary Limit Increases:
      • Require approval from the cardholder's Area VP or authorized designated individual and the Purchasing Director.
      • Granted for up to a maximum of three months.
      • Processing Time: 3-5 business days.
    • Permanent limit increases:
      • Require the approval of the Area VP or authorized designated individual, Purchasing Director and the University Controller.
      • Processing Time: 7-10 business days.

Cardholder Responsibilities

  • Submit receipts to your reconciler within 3 business days of your purchase.
    • Traveling Cardholders: Must submit receipts within 3 business days after returning from travel.
  • Sign the monthly cardholder activity statement.
  • Ensure Florida sales tax is not paid.
  • Ensure PCard transactions are reconciled on time.
    • PCard transactions should be approved (reconciled) in FAST within 7 business days of their load date.

Continue to Part 2