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Procurement Card (P-Card)

The UNF Procurement Card (P-Card) is a VISA credit card issued by SunTrust/Truist. P-Cards are for designated UNF staff and facility to purchase allowable items for official University business. Procurement Services may issue P-Cards to permanent USPS, A&P, regular Faculty members and certain Full-Time Regular OPS at the request of the person’s supervisor and Dean, Director or Department Chair.

Use of the P-Card is limited to the University employee whose name appears on the face of the card and cannot be loaned to another person under any circumstances. Each cardholder is responsible for the security of his or her card. All precautions should be used to maintain confidentiality of all information related to the card such as Cardholder account number and expiration date.

Cardholder and departments should periodically review the P-Card Allowable List Expenditure Matrix as well as the general guidelines for purchases provided online by Procurement Services.

Effective 8/18/22, the date established for submission of Concur expense reports/P-Card reconciliations is the 10th of the month. Therefore, an expense report/allocation (with all required documentation) for all charges to a P-Card during a given month must be submitted to Concur by the 10th of the month following the date of the charge. (For example...A charge incurred in March must be submitted via Concur by the 10th of April) Cardholders not in compliance with the reporting deadline face the possibility of losing their charge privileges.

Questions regarding the use of the P-Card may be e-mailed directly to the pcardadministrator@unf.edu or by contacting the P-Card Coordinator at (904) 620-1738.

Frequently Asked Questions

What is a Procurement Card or P-Card?

A Procurement Card, or P-Card, is a VISA credit card administered by Truist Financial in conjunction with the University Controller’s Office with the use of the Concur System. The P-card helps meet your department’s needs in an expeditious and cost effective manner.
Who qualifies for a P-Card?

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.
Who does not qualify for a P-Card?

Students and OPS employees generally cannot get a P-card.
Who is the issuer of the UNF P-Card?

The issuer of the UNF P-Card is Truist Financial.
How/where can I apply for a P-Card?
Here are the steps on how to apply and receive a P-Card:
- Fill out an online P-Card New Request Form and Cardholder Agreement Forms. The P-Card online forms can be found in your MyWings portal, clicking "Employee" > "Forms" > "Banner Online Forms."
- Next, sign-up for the P-Card Online Training (for cardholders only).
  - Note, if you are completing the Expense Reports in Concur, then please sign-up for the P-Card Concur Classroom Training System (for cardholder or Delegate).
When will I receive my P-Card?

It usually takes between 1-2 weeks to process the cardholder application and for the cardholder to receive their P-Card.
How do I activate my new P-Card?
- Check your name to make sure that it is spelled correctly. If not, please inform the P-Card Coordinator by sending an email to pcardadministrator@unf.edu.
- Sign the back of your P-Card immediately. Your P-Card will not be valid unless it is signed.
- Call the phone number found on the sticker of your new card. You may activate your P-Card from any phone number. It does not need to be your work number.
What are the dollar limits on my P-Card?

Standard Limits: $2,500 single transaction and $2,500 monthly
Travel Limits: $2,500 single transaction and $2,500 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 pcardadministrator@unf.edu and copy your Financial Manager to give their approval for the increase. Limits will be reviewed on a yearly basis and be adjusted according to the average and maximum purchases from the previous year.
What is the P-Card Record Retention Policy?

The Florida Department of State, Division of Library and Information Services under General Records Schedule GS1-SL requires that all financial transactions be kept for a period of five (5) fiscal years after the transaction is completed.
Who pays for your P-Card charges?

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.
How are the P-Card charges being paid?

The cardholder has 3 business days to provide the delegate with the receipts for the purchases that were made on the P-Card. The Delegate/Cardholder is to complete Purchasing Policy Expense Reports once a month in the Concur System. You will complete two Travel Policy Expense Reports, one completed for initial expenses and a second one after the travel is completed.
What do I need to do if I lose a receipt?

Missing Receipt Affidavit will be utilized. The Affidavit form will only be available to the actual traveler; the delegate cannot submit the form on the traveler's behalf. Comments section should provide the description of the expense and the reason why no receipt was available. Affidavit will not be accepted for lodging and airfare. Same audit rules apply that the traveler must try to obtain a duplicate receipt before using the Affidavit form in Concur. Habitual use of the Affidavit form (defined as more than 3 times within 12 months) may be subject to card revocation.
What do I need to do to dispute a transaction?

You need to inform the P-Card Coordinator as soon as possible by sending an email to pcardadministrator@unf.edu or by calling ext. 1738.
What do I need to do if I discover fraud on my P-Card?

You need to contact the P-Card Coordinator as soon as possible by sending an email to pcardadministrator@unf.edu 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.
What would happen if the dispute or fraudulent transaction is deemed unrecoverable by the bank or VISA?

Your department will absorb the dispute or fraudulent transaction that was deemed unrecoverable by the bank or by VISA.
Do I need to return my P-Card if I no longer work for the University?

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.
Do I need to use the UNF tax exempt certificate if I use the P-Card in other States?

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.
Will I need to inform the P-Card Coordinator if I will be using my P-Card while out of the country for official University business?

No, SunTrust/Truist does not require notification for international travel. If you should have any trouble with your card while out of the country, please contact SunTrust/Truist at: 01-800-788-2835 or 01-407-762-5777 (only if the country you are calling from will not allow the use of an “800” number).
The item that I would like to purchase on a P-Card is not included on the P-Card Allowable List. What do I need to do to request an exception?
You need to send an email to pcardadministrator@unf.edu to request an exception. The following information needs to be included in your email.
- The purpose or description of the item and how it will benefit your department and the University.
- The quantity and the per item cost.
- The funding source (index number and type of fund) that you are going to use to pay for the item.
- A picture or the link to the item.
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.
What do I need to do if I have questions regarding P-Cards?

Please email all your questions regarding P-Cards to pcardadministrator@unf.edu. This inbox is being monitored by other employees in the Procurement Services Office in case the P-Card Coordinator is out of the office.