F F ST ST 102: Re c onc ile r 102: Re c onc ile r T T r r - - PowerPoint PPT Presentation
F F ST ST 102: Re c onc ile r 102: Re c onc ile r T T r r aining aining Unive r Unive r sity of South F sity of South F lor lor ida ida Pur Pur c hasing Se r c hasing Se r vic e s vic e s Instr Instr uc tor uc tor : :
Unive r sity of South F lor ida Pur c hasing Se r vic e s Instr uc tor : Rose lyn Rodr igue z Unive r sity of South F lor ida Pur c hasing Se r vic e s Instr uc tor : Rose lyn Rodr igue z Ple ase sign the atte ndanc e r
.
House ke e ping House ke e ping
Sig n the a tte nda nc e ro ste r. Ple a se ke e p a ll pho ne s o n sile nt. Ple a se ra ise yo ur ha nd if yo u ha ve a q ue stio n. Sig n the a tte nda nc e ro ste r. Ple a se ke e p a ll pho ne s o n sile nt. Ple a se ra ise yo ur ha nd if yo u ha ve a q ue stio n.
What You Can E xpe c t What You Can E xpe c t
A c le a r unde rsta nding o f ho w to re c o nc ile a PCa rd tra nsa c tio n in F
AST
An o ve rvie w o f wha t c a rdho lde rs c a n a nd sho uld no t purc ha se o n the ir PCa rd. A re vie w o f PCa rd re la te d pa pe rwo rk T
his tra ining is fo r F AST pro c e dure s a nd do e s no t c o ve r in-de pth po lic y
Re c o nc ile r re c e rtific a tio n to b e do ne o nline e ve ry 2 ye a rs A c le a r unde rsta nding o f ho w to re c o nc ile a PCa rd tra nsa c tio n in F
AST
An o ve rvie w o f wha t c a rdho lde rs c a n a nd sho uld no t purc ha se o n the ir PCa rd. A re vie w o f PCa rd re la te d pa pe rwo rk T
his tra ining is fo r F AST pro c e dure s a nd do e s no t c o ve r in-de pth po lic y
Re c o nc ile r re c e rtific a tio n to b e do ne o nline e ve ry 2 ye a rs
Impor tant Ac c ount Infor mation Impor tant Ac c ount Infor mation
T
he USF Syste m PCa rd b illing c yc le :
Star
ts: On the 5th o f e a c h mo nth.
E
nds: On the 4th o f the fo llo wing mo nth.
Ple ase Note: I
f the 4th o f the mo nth fa lls o n a we e ke nd the b illing c yc le will e nd a t 11:59pm o n the fo llo wing b usine ss da y.
T
he USF Syste m PCa rd b illing a ddre ss:
4202 E ast F
Ave , SVC 1073 T ampa, F L 33620
T
he b illing a ddre ss is diffe re nt fro m the shipping a ddre ss. T
he shipping addr e ss MUST be a USF Syste m addr e ss.
T
he USF Syste m PCa rd b illing c yc le :
Star
ts: On the 5th o f e a c h mo nth.
E
nds: On the 4th o f the fo llo wing mo nth.
Ple ase Note: I
f the 4th o f the mo nth fa lls o n a we e ke nd the b illing c yc le will e nd a t 11:59pm o n the fo llo wing b usine ss da y.
T
he USF Syste m PCa rd b illing a ddre ss:
4202 E ast F
Ave , SVC 1073 T ampa, F L 33620
T
he b illing a ddre ss is diffe re nt fro m the shipping a ddre ss. T
he shipping addr e ss MUST be a USF Syste m addr e ss.
Car dholde r R e sponsibilitie s Car dholde r R e sponsibilitie s
Sub mit re c e ipts to yo ur re c o nc ile r within 3 busine ss days o f yo ur purc ha se .
T
ra ve ling Ca rdho lde rs: Must sub mit re c e ipts within 3 busine ss days afte r
r e tur ning fr
ave l.
Sig n the mo nthly c a rdho lde r a c tivity sta te me nt. E
nsure F
lor ida sa le s ta x is no t pa id.
E
nsure PCa rd tra nsa c tio ns a re re c o nc ile d o n time .
PCa rd tra nsa c tio ns sho uld b e a ppro ve d (re c o nc ile d) in F
AST within 7 busine ss days of the ir
load date .
Sub mit re c e ipts to yo ur re c o nc ile r within 3 busine ss days o f yo ur purc ha se .
T
ra ve ling Ca rdho lde rs: Must sub mit re c e ipts within 3 busine ss days afte r
r e tur ning fr
ave l.
Sig n the mo nthly c a rdho lde r a c tivity sta te me nt. E
nsure F
lor ida sa le s ta x is no t pa id.
E
nsure PCa rd tra nsa c tio ns a re re c o nc ile d o n time .
PCa rd tra nsa c tio ns sho uld b e a ppro ve d (re c o nc ile d) in F
AST within 7 busine ss days of the ir
load date .
Car dholde r R e sponsibilitie s Car dholde r R e sponsibilitie s
You ar
e r e sponsible for ke e ping your PCar d se c ur e . T
he c a rd a nd the a c c o unt numb e r sho uld no t b e sha re d with o the rs.
T
he a c c o unt numb e r sho uld no t b e e ma ile d o r writte n o n a ny do c ume nt (inc luding re c e ipts).
PCa rds sho uld a lwa ys b e ma inta ine d in a wa lle t o r lo c ke d c a b ine t/ dra we r.
Whe n le aving USF
switc hing de par tme nts stop using the PCar d, de str
d, notify PCar d Se r vic e s to have your ac c ount c lose d. Do no t le a ve this re spo nsib ility to a no the r pe rso n (suc h a s yo ur re c o nc ile r o r ve rifie r).
You ar
e r e sponsible for ke e ping your PCar d se c ur e . T
he c a rd a nd the a c c o unt numb e r sho uld no t b e sha re d with o the rs.
T
he a c c o unt numb e r sho uld no t b e e ma ile d o r writte n o n a ny do c ume nt (inc luding re c e ipts).
PCa rds sho uld a lwa ys b e ma inta ine d in a wa lle t o r lo c ke d c a b ine t/ dra we r.
Whe n le aving USF
switc hing de par tme nts stop using the PCar d, de str
d, notify PCar d Se r vic e s to have your ac c ount c lose d. Do no t le a ve this re spo nsib ility to a no the r pe rso n (suc h a s yo ur re c o nc ile r o r ve rifie r).
Car dholde r R e sponsibilitie s Car dholde r R e sponsibilitie s
Re por t a lost or stole n PCar d:
I mme dia te ly c o nta c t JP Mo rg a n Cha se : (800)316-6056. Re q ue st the a c c o unt b e c lo se d. Re q ue st a ne w PCa rd b e o rde re d a nd shippe d to the b ulk shipping a ddre ss. Rush de live ry is no t a llo we d. Co nta c t PCa rd Se rvic e s in o rde r to c omple te the
Ac c ount Closur e F
m a nd c o o rdina te the pic k
up o f yo ur ne w PCa rd.
Re por t a lost or stole n PCar d:
I mme dia te ly c o nta c t JP Mo rg a n Cha se : (800)316-6056. Re q ue st the a c c o unt b e c lo se d. Re q ue st a ne w PCa rd b e o rde re d a nd shippe d to the b ulk shipping a ddre ss. Rush de live ry is no t a llo we d. Co nta c t PCa rd Se rvic e s in o rde r to c omple te the
Ac c ount Closur e F
m a nd c o o rdina te the pic k
up o f yo ur ne w PCa rd.
F iling a Dispute Claim or F r aud Claim:
Dispute c la ims a nd fra ud c la ims must b e file d with JP Mo rg a n Cha se within 60 days o f the po st da te o f the tra nsa c tio n in q ue stio n.
F r aud Claim: T
he b a nk will c lo se yo ur a c c o unt a nd ha ve a ne w c a rd o rde re d fo r yo u. PCa rd se rvic e s must b e c o nta c te d to c o mple te a n Ac c o unt Clo sure F
up o f the ne w c a rd.
Dispute Claim: Dispute c la ims sho uld b e file d
a fte r a tte mpting to re c e ive a c re dit fro m the ve ndo r.
F iling a Dispute Claim or F r aud Claim:
Dispute c la ims a nd fra ud c la ims must b e file d with JP Mo rg a n Cha se within 60 days o f the po st da te o f the tra nsa c tio n in q ue stio n.
F r aud Claim: T
he b a nk will c lo se yo ur a c c o unt a nd ha ve a ne w c a rd o rde re d fo r yo u. PCa rd se rvic e s must b e c o nta c te d to c o mple te a n Ac c o unt Clo sure F
up o f the ne w c a rd.
Dispute Claim: Dispute c la ims sho uld b e file d
a fte r a tte mpting to re c e ive a c re dit fro m the ve ndo r.
E sc alation Pr
E sc alation Pr
Ac tivity Sta te me nts a re a va ila b le fo r do wnlo a d in F
AST
T
he sig ne d c a rdho lde r a c tivity sta te me nt a nd AL L re c e ipts a re due to PCa rd Se rvic e s b y the la st da y o f the sta te me nt mo nth.
Ac tivity Sta te me nts a re a va ila b le fo r do wnlo a d in F
AST
T
he sig ne d c a rdho lde r a c tivity sta te me nt a nd AL L re c e ipts a re due to PCa rd Se rvic e s b y the la st da y o f the sta te me nt mo nth.
E sc alation Date E sc alation Pr
5th of the ne xt month.
E sc a la tio n no tific a tio n is se nt yo ur c o lle g e a dministra tio n.
10th of the ne xt month.
E sc a la tio n no tific a tio n is se nt yo ur VP a dministra tio n.
15th of the ne xt month.
T he PCa rd a c c o unt is suspe nde d until the sta te me nt pa c ka g e a nd re c e ipts a re sub mitte d.
E sc alation Pr
E sc alation Pr
F
E xample: T
he 1/ 4/ 2018 a c tivity sta te me nt is a va ila b le fo r do wnlo a d o n 1/ 10/ 2018. Re c e ipts fo r the 1/ 4/ 2018 sta te me nt pa c ka g e a re due to PCa rd Se rvic e s o n 1/ 31/ 2018.
F
E xample: T
he 1/ 4/ 2018 a c tivity sta te me nt is a va ila b le fo r do wnlo a d o n 1/ 10/ 2018. Re c e ipts fo r the 1/ 4/ 2018 sta te me nt pa c ka g e a re due to PCa rd Se rvic e s o n 1/ 31/ 2018.
Ac tivity State me nt Available for Download Ac tivity State me nt & PCar d Re c e ipts Due T
d Se r vic e s E sc alation notic e s ar e se nt out
E sc alation Pr
Pac kage s & R e c e ipts E sc alation Pr
Pac kage s & R e c e ipts
Whe n re vie wing sta te me nt pa c ka g e s a nd re c e ipts, PCa rd Se rvic e s will e ma il c a rdho lde rs
a nd re c o nc ile rs re g a rding missing o r ina de q ua te do c ume nta tio n.
Whe n re vie wing sta te me nt pa c ka g e s a nd re c e ipts, PCa rd Se rvic e s will e ma il c a rdho lde rs
a nd re c o nc ile rs re g a rding missing o r ina de q ua te do c ume nta tio n.
E sc alation Date E sc alation Pr
1 We e k Unr e solve d
E sc a la tio n no tific a tio n is se nt yo ur c o lle g e a dministra tio n.
2 We e ks Unr e solve d
E sc a la tio n no tific a tio n is se nt yo ur VP a dministra tio n.
3 We e ks Unr e solve d
T he PCa rd a c c o unt ma y b e suspe nde d.
E sc alation Pr
E sc alation Pr
We e kly no tific a tio ns a re se nt to c a rdho lde rs a nd re c o nc ile rs whe n tra nsa c tio ns a re
una ppro ve d (unre c o nc ile d) in F AST fo r mo re tha n 7 b usine ss da ys.
We e kly no tific a tio ns a re se nt to c a rdho lde rs a nd the ir tra ve l de le g a te s whe n tra ve l
tra nsa c tio ns a re no t a sso c ia te d with a tra ve l re q ue st numb e r within 7 b usine ss da ys.
We e kly no tific a tio ns a re se nt to c a rdho lde rs a nd re c o nc ile rs whe n tra nsa c tio ns a re
una ppro ve d (unre c o nc ile d) in F AST fo r mo re tha n 7 b usine ss da ys.
We e kly no tific a tio ns a re se nt to c a rdho lde rs a nd the ir tra ve l de le g a te s whe n tra ve l
tra nsa c tio ns a re no t a sso c ia te d with a tra ve l re q ue st numb e r within 7 b usine ss da ys.
E sc alation Date E sc alation Pr
14 Days
E sc a la tio n no tific a tio n is se nt yo ur c o lle g e a dministra tio n.
21 Days
E sc a la tio n no tific a tio n is se nt yo ur VP a dministra tio n.
28 Days
T he PCa rd a c c o unt is suspe nde d until tra nsa c tio ns ha ve b e e n a ppro ve d (re c o nc ile d) in F AST .
PCar d Re c e ipt Re quir e me nts PCar d Re c e ipt Re quir e me nts
Ca rdho lde rs sho uld e nsure a “c omple te ”
re c e ipt is pro vide d fo r e ve ry tra nsa c tio n.
Ca rdho lde rs sho uld e nsure a “c omple te ”
re c e ipt is pro vide d fo r e ve ry tra nsa c tio n.
Missing re c e ipts sho uld b e supple me nte d
with the E
xc e ption to Re quir e d Re c e ipt
fo rm.
Re c e ipts fo r PCa rd a nd tra ve l
tra nsa c tio ns sho uld b e sub mitte d with the a c tivity sta te me nt to :
pc ar dr e c e ipts@usf.e du
Missing re c e ipts sho uld b e supple me nte d
with the E
xc e ption to Re quir e d Re c e ipt
fo rm.
Re c e ipts fo r PCa rd a nd tra ve l
tra nsa c tio ns sho uld b e sub mitte d with the a c tivity sta te me nt to :
pc ar dr e c e ipts@usf.e du Re quir e d Cr ite r ia
Na me o f Ve ndo r
Da te o f Purc ha se
I te mize d De sc riptio n o f I te ms Purc ha se d
Unit Co st o f I te m
T
Busine ss Purpo se
USF Billing & Shipping Addre ss
PCar d State me nt Pac kage R e quir e me nts PCar d State me nt Pac kage R e quir e me nts
T
he a c tivity sta te me nt is do wnlo a de d/ printe d fro m F AST .
Re c e ipts a re a rra ng e d in the sa me o rde r in whic h the y a ppe a r o n the a c tivity sta te me nt. A c o mple te ite mize d re c e ipt is pro vide d fo r e a c h tra nsa c tio n. Cre dit c a rd numb e rs a nd pe rso na l info rma tio n a re re da c te d. Ac tivity sta te me nt must b e sig ne d b y a ll thre e re q uire d sig ne rs: c ar
dholde r , c ar dholde r ’s supe r visor , and the r e c onc ile r .
T
he a c tivity sta te me nt is do wnlo a de d/ printe d fro m F AST .
Re c e ipts a re a rra ng e d in the sa me o rde r in whic h the y a ppe a r o n the a c tivity sta te me nt. A c o mple te ite mize d re c e ipt is pro vide d fo r e a c h tra nsa c tio n. Cre dit c a rd numb e rs a nd pe rso na l info rma tio n a re re da c te d. Ac tivity sta te me nt must b e sig ne d b y a ll thre e re q uire d sig ne rs: c ar
dholde r , c ar dholde r ’s supe r visor , and the r e c onc ile r .
Re str ic te d Pur c hase s Re str ic te d Pur c hase s
Ite ms Not Allowe d to Be Pur c hase d On A PCar d
Dining Dollar s & Bull Buc ks Gr e e ting Car ds Pr e paid Phone Car ds Congr atulator y & Condole nc e F lowe r s Cash Advanc e s Insur anc e Gifts of Appr e c iation Pe r sonal Conve nie nc e Ite ms1 F lor ida Sale s T ax2 Inde pe nde nt Contr ac tor s F inanc ial Institutions Capital E qupime nt3 USF Par king Pe r mits4 USF De par tme nts4 USF Post Offic e 4
(1) E xample s o f pe rso nal c o nve nie nc e ite ms inc lude ro o m se rvic e , wall c lo c ks, and c o ffe e make rs. E xc e ptio ns may be grante d fo r ite ms like a re frige rato r o r mic ro wave de pe nding upo n the busine ss purpo se . (2) US F is e xe mpt fro m paying F lo rida sale s tax. Yo u may pay sale s tax whe n making purc hase s in o the r state s. (3) Capital E quipme nt = a stand alo ne ite m, with a life span o f o ne ye ar o r mo re , and c o sts $5,000.00 o r mo re (inc luding shipping & handling). (4) US F De partme nts may o nly be paid using an I nte rde partme ntal T ransfe r. Yo ur PCard may be use d at the Co mpute r S to re (Co nne c tio n) and the US F bo o ksto re (F
Re str ic te d Pur c hase s Re str ic te d Pur c hase s
Ite m Allowable Unde r Spe c ific Cir c umstanc e s
Offic e Supplie s
Offic e supplie s must b e purc ha se d fro m Offic e De po t re g a rdle ss o f the USF c o ntra c t pric e . An e xc e ptio n to this rule c a n o nly b e ma de whe n a n ite m is o ut
Offic e De pot Re pr e se ntative:
Mic ha e l K
(727)726-5954
Mic hae l.kor t@offic e de pot.c om
Use the fo llo wing link to re g iste r yo ur PCa rd a nd re c e ive the USF c o ntra c t pric e a nd ta x e xe mpt sta tus while sho pping both In-Stor
e and Online : https:/ / odams.offic e de pot.c om/ r e gistr ations/ usf.php
Use the fo llo wing link to sho p o nline : https:/ / busine ss.offic e de pot.c om/
Re str ic te d Pur c hase s Re str ic te d Pur c hase s
Ite m Allowable Unde r Spe c ific Cir c umstanc e
F
F
“fo o d pe rmissio n” se t up o n the ir a c c o unt, a nd (2) the fo o d is pa id fo r using a n a ppro pria te funding so urc e . Car
dholde r s should r e fe r e nc e the E xpe nditur e Matr ix Guide for valid busine ss pur pose s and funding sour c e s r e late d to the pur c hase of food.
F
ve nt Me a ls o r Busine ss Me a ls. All re c e ipts fo r the purc ha se o f fo o d sho uld inc lude the fo llo wing info rma tio n:
(1) name of the e ve nt, (2) date of the e ve nt, (3) numbe r
busine ss pur pose of the e ve nt.
Re c e ipts fo r b usine ss me a ls sho uld b e a c c o mpa nie d with a busine ss age nda
and the name s of the atte nde e s. Alc ohol is NE VE R allowe d to be pur c hase d using a PCar d.
Re str ic te d Pur c hase s Re str ic te d Pur c hase s
Ite m Allowable Unde r Spe c ific Cir c umstanc e
Gift Car ds
Ca n o nly b e purc ha se d fo r re se a rc h study pa rtic ipa nts. T he c a rdho lde r must c o mple te a Re que st T
c hase F
m fo r g ift c a rds b e fo re ma king the ir
purc ha se .
Softwar e
So ftwa re is c o nside re d c a pita l e q uipme nt whe n its unit pric e is $1,000.00 o r mo re . So ftwa re with a unit pric e o f $1,000.00 o r mo re must b e appr
UT SB b e fo re it c a n b e purc ha se d o n a PCa rd. Clothing
Clo thing to b e use d fo r ide ntific a tio n purpo se s o f a USF e mplo ye e must ha ve a
pe r quisite for m o n file with Purc ha sing Se rvic e s. E nte r tainme nt Ve ndor s
USF PCa rds a re no t a llo we d to b e use d fo r purc ha se s with e nte rta inme nt ve ndo rs (muse ums, the a te rs, re so rts, e tc .). Spe c ia l e xc e ptio ns c a n b e g ra nte d. E xc e ptio ns a re g ra nte d o n a c a se -b y-c a se b a sis. Ple a se c o nta c t
pc ar d@usf.e du to inq uire whe the r a n e xc e ptio n c a n b e g ra nte d.
Re str ic te d Pur c hase s Re str ic te d Pur c hase s
Ite m Allowable Unde r Spe c ific Cir c umstanc e s
SunPass
A SunPa ss c a n o nly b e purc ha se d fo r a unive r
sity state -owne d ve hic le . T
he c a rdho lde r must c o nta c t pc ar
d@usf.e du a nd c o mple te a Re que st to Pur c hase F
m fo r a SunPa ss. R e pair s T
quipme nt
Re pa irs to e q uipme nt c a n b e pa id fo r using a PCa rd. T he c a rdho lde r sho uld inc lude the ite m’s tag numbe r
(or se r ial numbe r ) and the loc ation o f whe re
tha t pie c e o f e q uipme nt is sto re d.
Ce llphone s, Ce ll Data, & Compute r Air Car ds
A PCa rd c a n b e use d to purc ha se c e llpho ne s a nd c o mpute r a ir c a rds. PCa rds ma y a lso b e use d to pa y fo r c e llpho ne se rvic e a nd c e ll da ta se rvic e . T
he c ar dholde r must submit a Re que st to Pur c hase F
m to PCar d Se r vic e s o n
b e ha lf o f the e mplo ye e using the c e llpho ne , c e ll da ta , o r a ir c a rd.
Contr ac tual Se r vic e s
Co ntra c tua l se rvic e s c a n b e pa id fo r using a PCa rd only AF
T E R the c o ntra c t
ha s b e e n re vie we d a nd a ppro ve d b y USF Co ntra c t Ma na g e me nt Syste m.
Re str ic te d Pur c hase s Re str ic te d Pur c hase s
Ite m Allowable Unde r Spe c ific Cir c umstanc e
Books
Bo o ks c a n b e purc ha se d using a PCa rd ONL
Y if the unit pric e o f the b o o k is
$249.99 o r le ss.
Me mbe r ships
Me mb e rships c a n b e purc ha se d using a PCa rd. T
he c ar dholde r should pr
a justific ation whic h e xplains the be ne fits of the me mbe r ship to the unive r sity.
T his justific a tio n sho uld b e inc lude d with the re c e ipt in the mo nthly Ac tivity Sta te me nt.
Class 3B & Class 4 L ase r s1
E a c h Cla ss 3B o r Cla ss 4 L a se r yo u a c q uire must b e re g iste re d with the USF L a se r Sa fe ty Pro g ra m. A L
ase r Re gistr ation F
m must be c omple te d for e ac h lase r you ac quir e . T
he fo rm c a n b e fo und in the USF L a se r Sa fe ty Ma nua l o n the USF L a se r Sa fe ty we b pa g e . L
ase r Safe ty tr aining is r e quir e d pe r the USF L ase r Safe ty Manual.
(1) Ple a se c o nta c t the USF L a se r Sa fe ty Offic e r with q ue stio ns yo u ha ve re g a rding the ir pro g ra m: (813)974-1194 o r
r adiation.lase r safe ty@usf.e du. PCar d Se r vic e s MUST be c ontac te d r e gar ding any e xc e ption to the se r e str ic tions. T he e xc e ptions must be doc ume nte d and should be inc lude d with the r e c e ipt whe n pr e par ing the monthly Ac tivity State me nt.
F
the pur c hase of Commoditie s, Goods, and Se r vic e s… F
the pur c hase of Commoditie s, Goods, and Se r vic e s…
$5,000.00 - $0.01
$5,001.00 - $25,000.00
$25,001.00 - $75,000.00
State me nt Pac kage s & R e c e ipts State me nt Pac kage s & R e c e ipts
I
te ms purc ha se d o n a PCa rd sho uld b e shippe d to the c a rdho lde r’ s USF syste m a ddre ss.
Contac t PCar
d Se r vic e s if you ne e d pe r mission to ship to a non-USF syste m addr e ss.
Ask q ue stio ns whe n in do ub t a b o ut a purc ha se . Re que st a limit inc re a se if the c o st o f yo ur purc ha se is hig he r tha n yo ur tra nsa c tio n limits. Notify PCa rd Se rvic e s if yo u a re le a ving USF
T
he c a rdho lde r sho uld imme dia te ly sto p using the PCa rd, de stro y it, a nd c o nta c t PCa rd Se rvic e s in o rde r to c o mple te the Ac c ount Closur
e F
m.
I
te ms purc ha se d o n a PCa rd sho uld b e shippe d to the c a rdho lde r’ s USF syste m a ddre ss.
Contac t PCar
d Se r vic e s if you ne e d pe r mission to ship to a non-USF syste m addr e ss.
Ask q ue stio ns whe n in do ub t a b o ut a purc ha se . Re que st a limit inc re a se if the c o st o f yo ur purc ha se is hig he r tha n yo ur tra nsa c tio n limits. Notify PCa rd Se rvic e s if yo u a re le a ving USF
T
he c a rdho lde r sho uld imme dia te ly sto p using the PCa rd, de stro y it, a nd c o nta c t PCa rd Se rvic e s in o rde r to c o mple te the Ac c ount Closur
e F
m.
State me nt Pac kage s & R e c e ipts State me nt Pac kage s & R e c e ipts
Orig ina l c o pie s o f yo ur PCa rd re c e ipts sho uld b e re ta ine d b y yo ur de pa rtme nt fo r 5 ye a rs.
Orig ina l c o pie s o f PCa rd re c e ipts pa id fo r using g ra nt funds sho uld b e re ta ine d fo r 5 ye a rs a fte r
the fina l re po rting da te o f the g ra nt.
T
ra ve l re c e ipts sho uld fo llo w the tra ve l de pa rtme nt’ s re c e ipt re te ntio n po lic y.
Ve ndo rs sho uld no t c ha rg e yo ur PCa rd until the ite m is shippe d.
Co nta c t the ve ndo r with a ny q ue stio ns yo u ma y ha ve .
Orig ina l c o pie s o f yo ur PCa rd re c e ipts sho uld b e re ta ine d b y yo ur de pa rtme nt fo r 5 ye a rs.
Orig ina l c o pie s o f PCa rd re c e ipts pa id fo r using g ra nt funds sho uld b e re ta ine d fo r 5 ye a rs a fte r
the fina l re po rting da te o f the g ra nt.
T
ra ve l re c e ipts sho uld fo llo w the tra ve l de pa rtme nt’ s re c e ipt re te ntio n po lic y.
Ve ndo rs sho uld no t c ha rg e yo ur PCa rd until the ite m is shippe d.
Co nta c t the ve ndo r with a ny q ue stio ns yo u ma y ha ve .
Re c onc iliation of T r ansac tions Re c onc iliation of T r ansac tions
PCar d T r ansac tions PCar d T r ansac tions Must b e a ppro ve d in F AST within 7 b usine ss da ys. Onc e a ppro ve d, a ny b udg e t e rro rs sho uld b e c o rre c te d in o rde r to e nsure the tra nsa c tio n po sts to the Ge ne ra l L e dg e r in a time ly ma nne r. Re c e ipts a re sub mitte d with the sig ne d mo nthly Ac tivity Sta te me nt. Must b e a ppro ve d in F AST within 7 b usine ss da ys. Onc e a ppro ve d, a ny b udg e t e rro rs sho uld b e c o rre c te d in o rde r to e nsure the tra nsa c tio n po sts to the Ge ne ra l L e dg e r in a time ly ma nne r. Re c e ipts a re sub mitte d with the sig ne d mo nthly Ac tivity Sta te me nt. T r ave l T r ansac tions T r ave l T r ansac tions Must b e a sso c ia te d with a n a ppro ve d T
ra ve l Re q ue st (T R) numb e r in F AST within 7 b usine ss da ys.
Onc e tra ve l ha s o c c urre d, a ll c ha rg e s
sho uld b e pulle d into the E xpe nse Re po rt a nd sub mitte d to the T ra ve l De pa rtme nt within 30 da ys o f the la st da y o f tra ve l.
T
ra ve l re c e ipts a re sub mitte d with PCa rd re c e ipts a nd the sig ne d mo nthly Ac tivity Sta te me nt to pc ar
dr e c e ipts@usf.e du.
Must b e a sso c ia te d with a n a ppro ve d T
ra ve l Re q ue st (T R) numb e r in F AST within 7 b usine ss da ys.
Onc e tra ve l ha s o c c urre d, a ll c ha rg e s
sho uld b e pulle d into the E xpe nse Re po rt a nd sub mitte d to the T ra ve l De pa rtme nt within 30 da ys o f the la st da y o f tra ve l.
T
ra ve l re c e ipts a re sub mitte d with PCa rd re c e ipts a nd the sig ne d mo nthly Ac tivity Sta te me nt to pc ar
dr e c e ipts@usf.e du.
T r ave l Infor mation T r ave l Infor mation
T
Comme nts
F
F
sta tuto ry me a l a llo wa nc e ).
E xc e ption: A PCa rd ma y b e use d to pa y fo r a c o nfe re nc e re g istra tio n o r e ve nt tha t
inc lude s a me a l. Gasoline A PCa rd c a n o nly b e use d to purc ha se g a so line fo r a unive rsity sta te -o wne d ve hic le o r a re nta l ve hic le . A PCa rd c a n ne ve rb e use d to purc ha se g a s fo r a pe rso na l ve hic le while tra ve ling o n unive rsity b usine ss (due to mile a g e re imb urse me nt). Gr
r anspor tation Se r vic e s While o n unive rsity b usine ss, ta xis, tra ins, b use s, ub e r, lyft, a nd o the r ma ss tra nsit ma y b e use d whe n the se mo de s o f tra nspo rta tio n re sult in a c o st sa ving s to the unive rsity. T r ave l Re que st (T R) A tra ve l re q ue st must b e sub mitte d a nd fully a ppro ve d in Arc hivum T ra ve l b e fo re tra ve ling . T r ave l T r aining F
e giste r for F ST T R2: T r ave l Rule s and Re quir e me nts via GE
MS Se lf Se rvic e .
T r ave l Infor mation T r ave l Infor mation
T r ave l Ite ms Not Allowe d T
c hase d On A PCar d E ar ly Bir d Che c k-In1 Se ating Assignme nts R
vic e In-R
Alc ohol Vale t Par king 2 T r anspor tation to R e staur ants E xtr ane ous R e ntal Car Ame nitie s3 T r ave l Insur anc e (Air far e ) Air far e Upgr ade s4
(1) T his applie s to bo th airfare and ho te ls. (2) T his applie s whe re se lf-parking is available . (3) F
de vic e , ro adside assistanc e , e tc . (4) T his applie s to upgrade s be yo nd e c o no my and c o ac h se ating.
T his is not an all-inc lusive list of pr
r ave l Manual for fur the r de tails.
Anytime a pe r sonal e le me nt is pr e se nt in busine ss tr ave l a PCar d should not be use d.
PCar d Misuse PCar d Misuse
What is c onside r e d misuse on a PCar d?
Pur c hasing non- allowable goods & se r vic e s Shipping ite ms to a non- USF addr e ss without pr ior pe r mission Allowing othe r s to use your PCar d Not ke e ping your PCar d in a se c ur e loc ation Using your PCar d for pe r sonal gain Paying F lor ida sale s tax Ac c e pting c ash c r e dits F r aud c onduc te d by the c ar dholde r F alsific ation of r e c or ds Splitting c har ge s to c ir c umve nt your single tr ansac tion limit Ne glige nc e in pe r for ming your dutie s1 Violating any othe r unive r sity or de par tme nt-r e late d polic y, pr
e , or r ule (1) Ne glige nc e = F a iling to sub mit re c e ipts o n time , fa iling to sig n & sub mit the mo nthly a c tivity sta te me nt, fa iling to re c o nc ile tra nsa c tio ns in F AST
Conse que nc e s of PCar d Misuse Conse que nc e s of PCar d Misuse
L
Disc iplina ry a c tio n Re imb urse me nt to USF
All doc ume ntation of r
e imbur se me nt should be inc lude d in the ac tivity state me nt with the r e c e ipt.
Doc ume ntation of r
e imbur se me nt c an also be e maile d to pc ar d@usf.e du. T
he e ma il sho uld inc lude the c a rdho lde r’ s na me , e mplo ye e I D numb e r, a nd a b rie f sta te me nt re g a rding the re a so n fo r re imb urse me nt.
L
Pro se c utio n L
Disc iplina ry a c tio n Re imb urse me nt to USF
All doc ume ntation of r
e imbur se me nt should be inc lude d in the ac tivity state me nt with the r e c e ipt.
Doc ume ntation of r
e imbur se me nt c an also be e maile d to pc ar d@usf.e du. T
he e ma il sho uld inc lude the c a rdho lde r’ s na me , e mplo ye e I D numb e r, a nd a b rie f sta te me nt re g a rding the re a so n fo r re imb urse me nt.
L
Pro se c utio n
Additional Infor mation Additional Infor mation
Using a PCar d has no e ffe c t on a c ar dholde r ’s pe r sonal c r e dit r ating.
Car dholde r ’s ar e now able to sign up for ac c e ss to the bank we b por tal.
Ab ility to vie w a va ila b le c re dit, tra nsa c tio n histo ry, a nd a c c e pte d/ de c line d tra nsa c tio ns. Co nta c t pc ar
d@usf.e du to re q ue st a c c e ss.
Ca rdho lde r’ s c a n a lso c he c k the ir b a la nc e b y c a lling 1-(800)-316-6056.
Whe n tra ve ling o ut o f to wn c o nta c t the b a nk a nd no tify the m o f yo ur date s and loc ations of tr
ave l.
Car dholde r ’s will be automatic ally loade d on to the ir PCar d ac c ounts in F AST .
Ab ility to vie w tra nsa c tio ns a nd print the mo nthly a c tivity sta te me nt.
Ca rdho lde r’ s sho uld make a good faith e ffor
t to do b usine ss with dive rse supplie rs b y
using USF OSD initia tive s.
Using a PCar d has no e ffe c t on a c ar dholde r ’s pe r sonal c r e dit r ating.
Car dholde r ’s ar e now able to sign up for ac c e ss to the bank we b por tal.
Ab ility to vie w a va ila b le c re dit, tra nsa c tio n histo ry, a nd a c c e pte d/ de c line d tra nsa c tio ns. Co nta c t pc ar
d@usf.e du to re q ue st a c c e ss.
Ca rdho lde r’ s c a n a lso c he c k the ir b a la nc e b y c a lling 1-(800)-316-6056.
Whe n tra ve ling o ut o f to wn c o nta c t the b a nk a nd no tify the m o f yo ur date s and loc ations of tr
ave l.
Car dholde r ’s will be automatic ally loade d on to the ir PCar d ac c ounts in F AST .
Ab ility to vie w tra nsa c tio ns a nd print the mo nthly a c tivity sta te me nt.
Ca rdho lde r’ s sho uld make a good faith e ffor
t to do b usine ss with dive rse supplie rs b y
using USF OSD initia tive s.
Additional Infor mation Additional Infor mation
Visit the PCa rd Se rvic e s we b site fo r a dditio na l info rma tio n re g a rding rule s, tra ining
ma te ria ls, fo rms, e xpe nditure ma trix e tc .
http:/ / www.usf.e du/ busine ss-financ e / pur
c hasing/ staff-pr
e s/ usf-pc ar d/ inde x.aspx
All c ar
dholde r ’s ar e automatic ally adde d to the PCar d L istse r v. I
mpo rta nt info rma tio n a nd a nno unc e me nts will b e se nt via e ma il, inc luding ho w to do wnlo a d a sta te me nt.
Que stio ns re g a rding T
ra ve l issue s: tr
ave lhe lp@usf.e du
Que stio ns re g a rding PCa rd issue s: pc ar
d@usf.e du
Visit the PCa rd Se rvic e s we b site fo r a dditio na l info rma tio n re g a rding rule s, tra ining
ma te ria ls, fo rms, e xpe nditure ma trix e tc .
http:/ / www.usf.e du/ busine ss-financ e / pur
c hasing/ staff-pr
e s/ usf-pc ar d/ inde x.aspx
All c ar
dholde r ’s ar e automatic ally adde d to the PCar d L istse r v. I
mpo rta nt info rma tio n a nd a nno unc e me nts will b e se nt via e ma il, inc luding ho w to do wnlo a d a sta te me nt.
Que stio ns re g a rding T
ra ve l issue s: tr
ave lhe lp@usf.e du
Que stio ns re g a rding PCa rd issue s: pc ar
d@usf.e du
Public Que r ie s Public Que r ie s
T he re a re se ve n pub lic q ue rie s: Que ry Na me : Que ry De sc riptio n: T he re a re se ve n pub lic q ue rie s: Que ry Na me : Que ry De sc riptio n:
U_PCARD_PROXY_BY_DE PT _ID Shows de par tme nt c ar dholde r s, c har ge limits & r e c onc ile r s U_PCARD_CRDHL DR_F OR_PROXY Shows all c ar dholde r s assigne d to a r e c onc ile r (pr
U_PCARD_PROXY_F OR_CRDHL DR Shows all re c onc ile r s (pr
dholde r . U_PCARD_UNAPPD_DE PT _ CHGS Shows all unappr
ge s for a de par tme nt U_PCARD_UNAPPD_CRDHL DR_CHGS Shows all unappr
ge s for a c ar dholde r U_PCARD_CHGS_POST E D_DE PT Shows a ll c har ge s poste d by de par tme nt U_PCARD_CHGS_POST E D_PROJ Shows all c har ge s poste d by pr
How T
ind F AST How T
ind F AST
Monthly Car dholde r Ac tivity State me nt Monthly Car dholde r Ac tivity State me nt
A PCar d Ac tivity State me nt will not be available for download if no tr ansac tions we r e made dur ing the billing c yc le .
A r e c e ipt is not r e quir e d for inte r national tr ansac tion fe e s.
What ar e E xpor t Contr
e gulations? What ar e E xpor t Contr
e gulations?
A c o mple x se t o f US la ws a nd re g ula tio ns de sig ne d to :
Re stric t the use / a c c e ss to se nsitive te c hnic a l info rma tio n, ma te ria ls, a nd te c hno lo g y fo r re a so ns o f
na tio na l se c urity.
E
nsure tha t se nsitive ite ms, te c hno lo g y, a nd kno w-ho w a re no t use d fo r ne fa rio us purpo se s.
Re stric t fina nc ia l tra nsa c tio ns a nd the pro visio n o f se rvic e s to c e rta in e ntitie s. Ca n re sult in la rg e fine s a nd/ o r pro se c utio n.
A c o mple x se t o f US la ws a nd re g ula tio ns de sig ne d to :
Re stric t the use / a c c e ss to se nsitive te c hnic a l info rma tio n, ma te ria ls, a nd te c hno lo g y fo r re a so ns o f
na tio na l se c urity.
E
nsure tha t se nsitive ite ms, te c hno lo g y, a nd kno w-ho w a re no t use d fo r ne fa rio us purpo se s.
Re stric t fina nc ia l tra nsa c tio ns a nd the pro visio n o f se rvic e s to c e rta in e ntitie s. Ca n re sult in la rg e fine s a nd/ o r pro se c utio n.
E xample s of unive r sity ac tivitie s that may be subje c t to e xpor t c ontr
E xample s of unive r sity ac tivitie s that may be subje c t to e xpor t c ontr
Buying a n ite m fro m a fo re ig n c o mpa ny o r unive rsity. Purc ha sing e q uipme nt de sig ne d/ mo difie d spe c ific a lly fo r milita ry e nd use . Purc ha sing a n ite m whe re the ve ndo r is impo sing re stric tio ns o n the o pe ra tio n, insta lla tio n,
ma inte na nc e , re pa ir, o ve rha ul, a nd/ o r re furb ishing o f the ite m, the ma nua l, o r its b lue prints.
Shipping a n ite m inte rna tio na lly to a fo re ig n e ntity. Purc ha se o f dro ne s a nd/ o r b io lo g ic a l to xins Buying a n ite m fro m a fo re ig n c o mpa ny o r unive rsity. Purc ha sing e q uipme nt de sig ne d/ mo difie d spe c ific a lly fo r milita ry e nd use . Purc ha sing a n ite m whe re the ve ndo r is impo sing re stric tio ns o n the o pe ra tio n, insta lla tio n,
ma inte na nc e , re pa ir, o ve rha ul, a nd/ o r re furb ishing o f the ite m, the ma nua l, o r its b lue prints.
Shipping a n ite m inte rna tio na lly to a fo re ig n e ntity. Purc ha se o f dro ne s a nd/ o r b io lo g ic a l to xins
USF Offic e of E xpor t Contr
USF Offic e of E xpor t Contr
E xpor t Contr
mail Inbox: e xpor tc ontr
E xpor t Contr
Ma rsha Pe sc h mpe sc h@usf.e du (813)974-6368
Assistant E xpor t Contr
Vic to ria Po inde xte r vc p1@usf.e du (813)974-0554
We bsite: www.r e se ar c h.usf.e du/ e xpor t-c ontr
E xpor t Contr
mail Inbox: e xpor tc ontr
E xpor t Contr
Ma rsha Pe sc h mpe sc h@usf.e du (813)974-6368
Assistant E xpor t Contr
Vic to ria Po inde xte r vc p1@usf.e du (813)974-0554
We bsite: www.r e se ar c h.usf.e du/ e xpor t-c ontr