PCard Policies

PCard Policies

The ESSIE Fiscal Office’s mission is to support the operations of the department by providing disbursements and procurement services. Disbursements services include voucher payments, check requests, cost transfers, and non-travel generic reimbursements. Procurement services include processing paperwork for new PCard holders, managing the PCard reconciliation process, ordering supplies and preparing purchase orders for the department.

PCard information

Getting a PCard: To be eligible for a PCard you must be an employee of the University of Florida. Faculty, Staff, Graduate Assistants, and/or OPS are eligible for a PCard. Students who are not employees are not eligible.

The first step to getting a PCard is to secure approval from your supervisor. With the help of your supervisor, decide if your card will be used for commodities, travel or both. When that has been decided, take the appropriate training classes . PST975: What Every PCard Holder Needs to Know should be taken by everyone. PST076: PCard for Travel and PST077: PCard for Commodities should be taken by cardholders who need to purchase travel and/or commodities.

Once training is passed, fill out the Employee Information Section (UFID, Name, email, Title, Phone and Training dates) of the PCard Application Form and complete the Cardholder Agreement Form which needs to be signed and witnessed (these forms can be found on the PCard Forms). Note: The witness can be anyone except anyone working in the ESSIE Fiscal Office. Once this is done, have your supervisor send an email the Fiscal Office approving the PCard and then forward the forms to the Fiscal Office for processing.

PCard Reminders

If you ever have question or concern about a PCard purchase, please contact the Fiscal Office prior to making the purchase.
Your UF PCard has two separate limits: Single and Cycle. Single is how much your card is authorized to spend on any one purchase. Cycle is how much you can charge to your PCard in a seven-day period, Wednesday through Tuesday.  The single and cycle limits will be determined by your supervisor.

The University of Florida’s PCard Team has provided a list of allowable and non-allowable charges. These lists are not all-inclusive and cannot cover every situation so if there is something that you have a question about that is not on the list, please ask us.

It is against UF PCard policy to ‘split’ orders to circumvent your Single purchase limit. For example, if your single limit is $2000 and you need to purchase a $2500 item you cannot have the vendor place two charges against your PCard to bring each single transaction under $2000.00. If you need to make a purchase that is over and above your single transaction limit you will need to contact the ECE Purchasing Office.

Payments to consultants are not allowed on the PCard.

There are certain items that require pre-approval from Environmental Health & Safety (EH&S) before purchasing. A list and how to get approval can be found on the Environmental Health & Safety Items page.