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
- 4202 East Fowler Ave, SVC 1073
- 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.