PCard Training

Reconciler Training Part 2

Part 2: Important PCard Account Information | Cardholder Responsibilities

Important 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.

 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.

PCard Security

  • The card or account number should not be shared with others.
  • The account number should not be emailed or written on documents – including receipts.
  • PCards should be either maintained in wallets or stored in locked cabinets, not unlocked desk drawers.
  • When leaving USF or switching departments, please stop using the card, destroy & dispose of it, and notify PCard Services to close your account.
    • Do not leave that responsibility to others (such as a reconciler or verifier).

Reporting Lost, Stolen, or Misplaced Cards:

  • If your card is lost or stolen:
    • Immediately contact JPMorgan Chase at (800) 316-6056
    • Request the account be closed.
    • Request a new PCard be ordered and shipped to the bulk shipping address. Rush delivery is not allowed.
    • Contact PCard Services in order to complete the Account Closure Form and coordinate the pick up of your new PCard.

Filing a Dispute Claim or Fraud Claim with the Bank:

  • Dispute claims and fraud claims must be filed with JP Morgan Chase within 60 days of the post date of the transaction in question.
  • Fraud Claim: The bank will close your account and have a new card ordered for you. PCard services must be contacted to complete an Account Closure Form and coordinate the pick up of the new card.
  • Dispute Claim: Dispute claims should be filed after attempting to receive a credit from the vendor.

Continue to Reconciler Training Part 3