PCard Training

Cardholder Training Part 5

Part 5:  Competitive Quotes | Best Practices | PCard Charge Reconciliation | Travel Purchases | Supplier Diversity

Competitive Quotes

competitive quotes

 

Best Practices

  • Items purchased on a PCard should be shipped to the cardholder's USF system address.
    • Contact PCard Services if you need permission to ship to a non-USF system address.
  • Ask questions when in doubt about a purchase.
  • Request a limit increase if the cost of your purchase is higher than your transaction limits.
  • Notify PCard Services if you are leaving USF or switching departments.
    • The cardholder should immediately stop using the PCard, destroy it, and contact PCard Services in order to complete the Account Closure Form.
  • Original copies of your PCard receipts should be retained by your department for 5 years.
    • Original copies of PCard receipts paid for using grant funds should be retained for 5 years after the final reporting date of the grant.
  • Travel receipts should follow the travel department's receipt retention policy.
  • Vendors should not charge your PCard until the item is shipped.
    • Contact the vendor with any questions you may have.

PCard Charge Reconciliation

  • PCard Transactions
    • Must be approved in FAST within 7 business days.
    • Once approved, any budget errors should be corrected in order to ensure the transaction posts to the General Ledger in a timely manner.
    • Receipts are submitted with the signed monthly Activity Statement.
  • Travel Transactions
    • Must be associated with an approved Travel Request (TR) number in FAST within 7 business days.
    • Once travel has occurred, all charges should be pulled into the Expense Report and submitted to the Travel Department within 30 days of the last day of travel.
    • Travel receipts are submitted with PCard receipts and the signed monthly Activity Statement to pcardreceipts@usf.edu.

Travel Related Information

travel table 1

Travel Charges Not Allowable on PCard

traveltable2

  1. This applies to both airfare and hotels.
  2. This applies where self-parking is available.
  3. For example: Toll device, GPS device, roadside assistance, etc.
  4. This applies to upgrades beyond economy and coach seating.

This is not an all-inclusive list of prohibited items. Please see the Travel Manual for further details.
Anytime a personal element is present in business travel a PCard should not be used.

Supplier Diversity

  • What Is Supplier Diversity?
    • A proactive business strategy that seeks to provide suppliers equal access to sourcing and purchasing opportunities. Supplier diversity encourages the use of suppliers from a diverse mix of ownership including women, minorities, and veterans.
  • What we Do...
    • Work with USF system purchasing agents, departmental buyers, and facilities, planning, and construction.
    • Responsible for monitoring, implementing, progress tracking, and adjusting the USF diverse business utilization strategic plan.
    • Identify and reward USF Supplier Diversity Champions!
  • Why is Supplier Diversity important?
    • Supports the USF Board of Trustees approved strategic initiative to increase spend with diverse suppliers.
    • Drives competitive pricing and expands product categories and service offerings which, in some cases, can be larger than other competitors.
    • Helps USF's supply chain better reflect the demographics of our community.
  • How You Can Help...
    • Include diverse owned businesses when making purchases.
    • Make a "Good Faith Effort."
    • Track and report spend for all PCard purchases made with a diverse business.
    • Spend Reporting Form can be found at www.usf.edu/osd
    • Remember every purchase you make no matter the amount, whether $1 or $100 million helps us reach our utilization goal.
  • What is Our Goal?

13-20
*Addressable Spend, upon full supplier diversity program implementation as outlined in the USFOSD Strategic Plan.

    • Addressable Spend is defined as spend that has the potential to be competitively sourced. This addressable spend number base excludes spend/payments to government entities, sub-agreements, utilities, DSOs, and employees as defined in raw data.
  • Need Help Finding a Diverse Supplier?

Continue to Part 6