Hicks Hall, Building 53, Suite 2800Phone: (904) 620-2920Fax: (904) 620-2469E-mail: email@example.com
A Purchasing Card or P-Card is a VISA credit card administered by Regions Bank in conjunction with the University Controller’s Office with the use of the Banner Financial System. It is simply another tool that can help meet your department’s needs in an expeditious and cost effective manner.
Full-time employees such as A&P, Faculty and USPS can get a P-Card. A few exceptions may be considered on a case by case basis.
The issuer of the UNF P-Card is Regions Bank.
Here are the steps on how to get a P-Card:
It usually takes between 1-2 weeks to process the cardholder application and for the cardholder to receive their P-Card. You will receive an email informing you when your P-Card was ordered. Your P-Card will be delivered in your office by the P-Card Coordinator. In case you are not available to receive your P-Card, your account or business manager can sign for it on your behalf. You will also get a wallet size UNF tax exempt certificate with your P-Card.
Standard Limits: $999/$999/$2,500 for daily/single/monthly
Travel Limits: $2,500/$2,500/$2,500 for daily/single/monthly
Any requests for a higher limit must have a written justification from your Financial Manager (Dean, Department Head or Director). If you need to have a temporary increase in your credit limit, please email the P-Card Coordinator at firstname.lastname@example.org and copy your Financial Manager to give their approval for the increase. Limits will be reviewed in a yearly basis and be adjusted accordingly to the average and maximum purchases from the previous year.
Your department pays for your P-Card charges. Please check your budget to make sure that you have enough available balance before making any purchases on the P-Card.
The cardholder has 3 business days to provide the account or business manager the receipts on the purchases that were made on the P-Card. The account or business manager has 5 business days to code the P-Card transactions in Banner.
A P-Card transaction that has not been coded within 5 business days will drop to the default account code 771098. If the charge does drop to the default account, a J09 will need to be done to transfer the funds to the correct account code provided that it is being transferred within the same fund. Always reference the “S document number” when doing a J09. If you have questions regarding J09s, please contact Stephanie Price at ext. 2747 or email at email@example.com. On the other hand, if the charge will need to be transfered to a different fund or a non-expense account, a journal transfer request will need to be emailed to General Accounting at firstname.lastname@example.org.
You need to fill out a Replacement P-Card Receipt Form and place it in your P-Card file. This form won’t be accepted if the cardholder has more than three (3) missing receipts in a year period.
You need to inform the P-Card Coordinator as soon as possible by sending an email to email@example.com or by calling ext. 1738. Also, you need to fill out the P-Card Dispute Form and send it to Regions Bank.
You need to contact the P-Card Coordinator as soon as possible by sending an email to firstname.lastname@example.org or by calling ext. 1738. Your P-Card will be closed immediately and you will get a new P-Card in less than 5 business days. If the fraud occurred after hours or during the weekend, please contact Regions Bank by calling 1-888-934-1087. You also need to fill out the Fraud paperwork that will be sent to you by the P-Card Coordinator or by Regions Bank. The Fraud paperwork needs to be completed and sent out to Regions Bank within 5-10 business days.
Your department will absorb the dispute or fraudulent transaction that was deemed unrecoverable by the bank or by VISA.
Yes. You need to return your P-Card if you no longer work for the University. Please fill out the Cardholder Termination Form and send it to the P-Card Coordinator as soon as possible.
No. You do not need to use the UNF tax exempt certificate if you use the P-Card in other States. You can only use it in the State of Florida.
Yes. You need to contact the P-Card Coordinator at least 48 hours prior to any international travel so Regions Bank can be notified.
You need to send an email to email@example.com to request for an exception. The following information needs to be included in your email.
The P-Card Coordinator will let you know if you will be granted a one-time exception to use the P-Card based on the information that you provided on your request. Please note that all P-Card exceptions are being considered on a case by case basis.
Please email all your questions regarding P-Cards to firstname.lastname@example.org. This inbox is being monitored by two other employees in the Controller’s Office in case the P-Card Coordinator is out of the office.
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