P-Card Frequently Asked Questions

A Procurement Card or P-Card is a VISA credit card administered by SunTrust Bank in conjunction with the University Controller’s Office with the use of the Concur 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.

Students and OPS employees generally cannot get a P-card.

The issuer of the UNF P-Card is SunTrust Bank.

Here are the steps on how to get a P-Card:

Fill out an online P-Card Application and Cardholder Agreement Forms. The P-Card online

forms can be found in the MyWings portal and clicking on the Employee Resources title. Elect

Employee Forms and then click Banner Online Forms.

Take the P-Card Online Training (for cardholders only).

Take the P-Card Concur Classroom Training if you are completing the Expense Reports in Concur

System (cardholder or Delegate).

It usually takes between 1-2 weeks to process the cardholder application and for the cardholder to

receive their P-Card.

• Check your name to make sure that it is spelled correctly. If not, 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.
• You need to call the phone number which can be 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.

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.

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.

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 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.

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.

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.

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.

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 that we can provide SunTrust/Truist contact information, should the traveler experience any trouble with their card while out of the country.

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 PCard

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 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.