PCard Training

Reconciler Training Part 6

Part 6: Competitive Quotes | Best Practices | PCard Charge Reconciliation | Travel Purchases

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

travel1

 

Travel Charges Not Allowable on PCard

travel2

  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.

Continue to Reconciler Training Part 7