Business Office CREC

Attention all P-card holders

November 27, 2007

Purchases received at the time of purchase:

When you make a purchase using your Pcard, you must obtain an itemized receipt. If your receipt is lost or misplaced, you will need to obtain a duplicate receipt from the vendor where your purchase was made. If you are unable to obtain a duplicate receipt from the vendor, please notify a Pcard reconciler  in the CREC Business Office, who will advise you.

Purchases received by CREC Shipping and Receiving:

When you make a purchase using your Pcard, and the item or items are shipped  or mailed to you, and received through Shipping and Receiving at CREC (Perry), you are responsible as the Pcard holder, for verifying and signing for receipt of those items. If someone else picks up your shipment for you, you are still responsible for signing the paperwork and verifying the shipment. If you receive an invoice with your shipment, please be sure it is given to the Business Office for reconciling our statement.

Travel  / Pcard Purchases:

Any travel charges made using a UF Pcard, (airline tickets, gas receipts, car rental invoices, registration receipts, parking, tolls, lodging charges) must be turned in at the time of the charge, on the proper pcard travel form. These charges will need to be recorded and copies of your receipts attached and submitted again when your travel expense report is turned in to the Business Office after the conclusion of your trip. Please note, that this is because the travel and pcard systems are two different, separate systems and must be reconciled independently of each other.

Remember these points:

Be sure that all forms submitted to the Business Office are complete, including Project number, Fund number, Program number, CRIS number, PI signature and UFID. The cardholder’s signature is also required. All travel must include a justification statement, which should outline how the travel is related to your research and how it will benefit UF.

All gasoline or diesel purchases must include the state vehicle number OR tag number.

All pcard transaction paperwork must be turned in to the Business Office within 24 hours of the purchase.

Online purchases require a receipt, please remember to print the receipt and attach it to your transaction paperwork.

Receipts must be itemized and legible.

 

The Business Office will be issuing warnings for pcard policy violations. You will receive a written warning for the first 2 instances of non-compliance, which must be signed by the cardholder’s supervisor and returned to the Business Office. On the 3rd instance, the card will be cancelled.

Faculty members, if you will be away from your office, please designate another Faculty member to approve pcard purchases for your staff. Notify the Business Office as to who will be authorized to approve purchases in your absence.

If you have questions regarding allowable pcard purchases, please do not hesitate to call the Business Office to ask. Unallowable pcard purchases may result in cancellation of your card.

For updates on Pcard instructions, please go to:

www.crec.ifas.ufl.edu   then click on Business Office, then PCard. All necessary forms are also on this page.

You may also obtain further information regarding Pcard policy and procedure at:

www.purchasing.ufl.edu   Click on Purchasing Cards, Overview of Pcard Program, Online Pcardholder Certification Training, then Things Every Cardholder Needs to Know.

Please do not hesitate to contact anyone in the Business Office for further information, we are here to answer your questions.

Jill McDonald   jam@ufl.edu  Ext 1359

Alta Church      amchurch@ufl.edu   Ext 1316

Meredith Pretzie   mpretzie@ufl.edu    Ext 1214

Lorraine Jones   lorainej@ufl.edu    Ext 1320

Cheryl Buchanon   cdpete@ufl.edu    Ext 1221