USF PCard

FAQs

Frequently Asked Questions 

Archivum:

1. Who can change or upload a receipt once the transaction is in Voucher Paid status?

Currently only the PCard team has the ability to upload a receipt to a Voucher Paid transaction since the approvals have already completed.

2. Are TR#s able to be changed in Archivum once in Voucher Paid status, and who can do so?

Yes, TR#s can be changed, and the reconciler has the ability to do this.

3. Are we able to change the business purpose of a transaction once it is in Voucher Paid status, and if so, who can do this?

Currently Archivum does not allow any change to the business purpose of a transaction. You can always update it on the receipt and have PCard change or add the new receipt to the transaction.

4. Why won’t a cardholder’s transactions show up for me in Archivum?

Either the cardholder has not made any transactions yet, or you have not been added to the card as a reconciler. You can put in a helpdesk ticket for details on specific transactions.

5. In Archivum does Voucher Paid mean that it has actually been posted? How will I know if there is an error with the voucher?

Voucher Paid means that the transaction has been picked up by the voucher process. The PCard team will email you if there is an error, and they will tell you how to fix it.

6. When a transaction receives an override, will anything else be needed?

Once a transaction has been overridden, you will have to reach back out to override with the voucher error info, so that it can be overridden as well. The PCard team will provide you with the information needed.

Travel

1. Are parking, valet parking, and taxes on parking allowable on PCard?

  •  Yes, parking is allowable on PCard, as long as it is not at a USF owned Facility.
  •  Valet parking is allowable, as long as it is the only option.
  • Parking taxes are allowable since you aren’t able to remove the tax at parking machines or on hotel stays.

2. Are hotel card authorization forms allowable?

Yes, they are allowed if the full card number is not shown.

3. What are the rules for gasoline purchases? 

  • Receipt must include vehicle tag number for state-owned vehicles 
  • Include Travel Request (TR#) for rental cars (Avis/Budget) 
  • Can not be purchased for personal vehicles.

4. Is Wi-Fi on airplanes allowable on PCard?

Yes, if it is for business purposes.

5. What is/is not allowable on car rental receipts?

  •  Gas and toll fees are allowable.
  • Insurance is not allowed.
  •  Any upgrades/extra perks are not allowable.
  • Taxes are allowable only if the rental is outside of the state of Florida.

6. Are you allowed to buy a conference ticket if it includes food?

Yes, because you aren’t paying for the food directly. You should deduct provided meals from any per diem claimed.

7. What is required before traveling and on all travel receipts? 

A Travel Request (TR) must be submitted and fully approved before the travel begins.

Documentation Requirements:

1. Receipts must include: 

  • Vendor name 
  • Date of purchase 
  • Itemized description of items 
  • Unit cost 
  • Total amount 
  • Business purpose (or Travel Number) 
  • USF billing & shipping address 
  • Tips (up to 20%) 
  • Any confidential information must be redacted.
  • Credit card or currency exchange fees (usually around 3%)

2. Food receipts must include:

  •  Event name 
  • Event date 
  • Number of expected attendees (Names if it is a small group)
  • Business purpose and agenda 
  • Event location 

3. Do memberships need any extra documentation?

 Yes, there must be information on how it benefits the university.

4. Are there any companies that PCard requires extra documentation from?

  • Procopy: must have two receipts
  • Avis: when there is a refund, please give original receipt and new receipt, their receipts do not show refunds.

5. What qualifies as capital equipment? Not allowable on PCard.

  •  A standalone item 
  • Lifespan of one year or more 
  • Cost of $10,000 or more (including shipping and handling) 
  • Books $250 or more

6. What approval is required for software purchases of $1,000 or more? 

UTSB approval is required before purchase, unless it is in the list of acceptable software.

Disputes

1. How long do you have to dispute a transaction?

  • You must try and get a refund from the vendor first.
  • You must call the bank within 60 days. After that it is up to the bank to decide if they are going to pursue it.
  • Mark as disputed in Archivum.

International Travel

1.  What documentation is needed for international transactions?

Only the original receipt; conversion fees will not have separate documentation.

Gift Cards

1.  What is required when purchasing gift cards? 

  • Gift cards are only allowable for research purposes, and you must have approval documents in place before you are able to purchase.
  • You must include the IRB/Project number and the project end date. 

Allowable or not:

1.  Appliances?

Only if it’s for lab use or if it is accessible to everyone, not for break rooms or lunchrooms.

2. Paypal, ebay?

Yes, but the account must be registered with the cardholder’s USF email, not a personal one.

3. Purchasing Food or items at a hotel.

No, this is considered misuse.

4. Any kind of fine?

No, this is the cardholder’s personal responsibility.

5. Sales taxes?

  • Yes, as long as it is not a Florida state sales tax, or if the company has a brick and mortar store in Florida.
  • Companies are not allowed to offer discounts to void the taxes, taxes must be taken off.     

6. Amazon and amazon web services?

  • Amazon web services is allowable on PCard.
  • Amazon items must go through Bull Marketplace. Amazon purchases on the PCard are considered intentional misuse.

7. Can items be shipped to non-USF addresses?

Only with department head approval and documentation of why this is necessary included with the receipt.

8. Are cellphone or hotspot services allowed? 

Yes, but all invoice pages must be provided. 

9. Can office supplies be bought from anywhere? 

Guy Brown is USF's new prime supplier of office products. However, the agreement is not exclusive, and there is flexibility to order from other suppliers where there is a justifiable need.

10. Can an invoice be split into different payments?

Only with a signed contract, when a down payment is required and the rest is paid upon receipt. This is usually for hotels, events, or catering.

General card information: 

1. What is the billing address for all PCards?

4202 E Fowler Ave, Tampa, FL 33620. The vendor may ask for the home address of the cardholder.

2. How can cardholders track limits, declines, etc.?

They may request PaymentNet Access through a helpdesk ticket.

3. When are renewal cards mailed out?

Around the 6th of the month prior to expiration.

4. How is a new card activated?

  • By filling out a cardholder agreement in the Account Management form.
  • Calling the bank to activate the card does not work.

5. What happens if the agreement isn’t submitted?

The account will be closed; you must reapply if you still need a card.

6. How long should it take to receive a card?  What happens if I do not receive my card?

  • Usually within 10 business days, a month if sent to the PCard office
  • If you do not receive your card, please submit a helpdesk ticket

7.  Can a USF address be used as a home address?

No, unless using the PCard office or if the cardholder lives in campus housing.

8. What are the usual fuel card limits?

$500 monthly and $250 single transaction.

9. If I am under BFSS, Can I submit Account Management forms myself?

Profiles and limit increases must go through BFSS first; they will then submit the forms to PCard.