USF PCard

FAQs

What is an itemized receipt?

Why do I have to submit an itemized receipt?

What is the time frame for submitting statements to PCard Services?

Do I have to submit the same receipts to Travel and PCard Services?

What are the procedures for handling lost receipts?

Where do I submit Cardholder Activity Statements and pending items associated to such?

What if the cardholder is unavailable to sign the monthly Cardholder Activity Statement?

What can I do if a Cardholder Activity Statement is not accessible to me in FAST?

Oops! I just approved a charge in FAST by mistake. Can I change the status back to Staged?

I just received an email from FASTPRO that says, "I have outstanding charges." How do I know what charges are being referred to?

I just received an email from FASTPRO that says, "I have outstanding charges", but I do not have a PCard. Why am I getting this email?I am having issues with an unapproved PCard charge. What should I do?

I have a charge that is not mine. I think the charge may be fraudulent. What should I do?

I received an email for a PCard charge in Budget error on a voucher. What does this mean?  What should I do?

What is a good/correct account code to use for a given PCard charge?

 

What is an itemized receipt?
Itemized receipts provide important detail about a business transaction such as: the vendor or provider name, service received or item purchased to include the quantity of item(s) and/or service(s), price per unit of item(s) and/or service(s), date of service and total amount of expense.

Why do I have to submit an itemized receipt?
Formal regulations outlined in USF's Procurement Card (PCard) Guidelines Manual under the Required Documentation topic states: A receipt or substitute documentation must support each purchase. It should include the vendor name, transaction amount, purchase date, business purpose, and an itemized description of the item(s). The aforementioned information assists departments, auditors and other applicable personnel with verifying the accuracy and relevance of each PCard transaction as official USF business.

What is the time frame for submitting statements to PCard Services?
All supporting documentation must be scanned or mailed to PCard Services no later than the last day of each month using the "Statement Date" on Cardholder Activity Statements as a reference. For instance, if the statement date is 06/04/2014; then the Cardholder Activity Statement should be submitted by 06/30/2014. 

Do I have to submit the same receipts to Travel and PCard Services?
If expenses purchased by PCard are supported by a Travel Authorization (TAR) or Travel Expense Report (TER), receipts do not have to be sent along with the monthly Cardholder Activity Statement under the following conditions:

Conversely, if travel related expenses are not supported by a TAR or TER; each transaction will require an itemized receipt for submission to PCard Services. 

What are the procedures for handling lost receipts?
Receipts are required for all purchases; including travel-related charges, regardless of the amount. The cardholder must make every reasonable effort to obtain an itemized receipt from the vendor, including a duplicate receipt if the original is lost. In rare cases where the receipt cannot be obtained as substantiation, the Request for Exception to Required Receipt form must be completed by the cardholder and approved by the department head. Acceptance of this form is subject to the PCard (Purchasing) Manager's approval. Repeated failure to provide receipts could result in the loss of PCard privileges and/or personal liability for the charge.

Where do I submit Cardholder Activity Statements and pending items associated to such?
If submitting statements and receipts by email, send scanned documents to pcardreceipts@usf.edu.

If submitting statements and receipts through campus/interoffice mail: keep the originals at your department and send a copy of the statements and receipts to PCard Services, SVC1073.

Reconcilers and cardholders should send pending documentation (missing and inadequate receipts, justifications, signature issues, etc.) to the PCard Services requester or pcardcompliance@usf.edu unless submission instructions to the contrary are provided.

What if the cardholder is unavailable to sign the monthly Cardholder Activity Statement?
If the cardholder is temporarily unavailable for signature, write "cardholder is temporarily unavailable" on the cardholder signature line along with an approximate return date. Upon the cardholder's return, have them sign a copy of the Cardholder Activity Statement and send it to PCard Services. If the cardholder is no longer available, please write "no longer employed at USF". 

What can I do if a Cardholder Activity Statement is not accessible to me in FAST?
Contact PCard Services by phone or email for instruction. 

Oops! I just approved a charge in FAST by mistake. Can I change the status back to Staged?
A small window of opportunity exists to correct unintentional approvals. The FAST system automatically updates at the bottom of every hour (8:30, 9:30, 10:30, and so on). Please contact PCard Services as soon as you realize your mistake http://www.usf.edu/business-finance/purchasing/contact-us/contact-pcard.aspx or pcardcompliance@usf.edu. If PCard Services is not able to resolve this matter; the department will have to do a journal entry to correct it. 

I just received an email from FASTPRO that says, "I have outstanding charges." How do I know what charges are being referred to?
The automated emails (Travel and Non-travel PCard reconciliation notifications) from FASTPRO are reminders that charges have been left unapproved in the FAST system for more than 7 days. These emails have an attachment showing you exactly what is pending, how to resolve the matter and contact information. Cardholders, reconcilers and other stakeholders can also view outstanding PCard module charges in FAST using Purchasing's Reconcile Statement function. The notices are sent to cardholders and reconcilers mainly, but may also include college unit designees on up to the Vice President level depending on how long the charges have been outstanding. 

I just received an email from FASTPRO that says, "I have outstanding charges", but I do not have a PCard. Why am I getting this email?
These automated emails are related to Travel charges in your travel wallet or your role as a delegate/reconciler of a traveler/cardholder. FASTPRO sends out notices for the Travel department to remind travelers, cardholders, delegates and reconcilers that charges are in the traveler's wallet that have not been assigned to either a Travel Authorization Report (TAR) or Travel Expense Report (TER).

While PCard Services oversees the administrative and compliance aspects of PCard transactions, specific questions should be directed to the Travel Help Desk – travelhelp@usf.edu or (813) 974-5429. 

I am having issues with an unapproved PCard charge. What should I do?
Occasionally, there may be an issue with a charge – the product has not arrived, the vendor has billed us incorrectly, etc. You have been in contact with the vendor and they are agreeable to fixing your situation but you can't approve the charge until everything has been corrected. Please use the comments section in FAST (column to the left of Budget Status). Clicking on it will open a dialog box. Please give as many details as you can and remember to hit save! 

I have a charge that is not mine. I think the charge may be fraudulent. What should I do?

I received an email for a PCard charge in Budget error on a voucher. What does this mean? What should I do?
When reconcilers approve PCard charges a budget check is initiated. These charges go through a voucher build process every hour and the budget check will fail occasionally when funds are insufficient, creating a budget error. PCard Services contacts the cardholder's reconciler and the department's financial contact to assist in resolving the budget error. The department needs to provide budget or an alternate chartfield to resolve the budget error within three business days of the notification. Budget errors need to be resolved by month end. The aforementioned three business days may be reduced if the budget error occurs on the last day of the month. 

What is a good/correct account code to use for a given PCard charge?
The account code used is based on the product/service being purchased. Please refer to the following resources:

Chart of Accounts
Expenditure Guide Matrix