Understanding P-Cards: Guidelines and Procedures for Efficient Use

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This comprehensive guide covers essential topics such as P-card timelines, completing forms, itemized receipts, supporting documentation requirements, and online orders. Learn about the importance of submitting P-cards promptly, understanding itemized receipts, and how to handle different types of supporting documents effectively.

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The Basics on P-cards

P-card Topics DocuSign Template Timelines Completing the p-card form Supporting documentation What is an itemized receipt? Online orders Vehicles State Rental

DocuSign Template Complete DocuSign Training in my.ufl.edu (PST) Email Melissa Stanton (melissamstanton@ufl.edu) when complete melissamstanton@ufl.edu Initial Step Log into DocuSign using your UF credentials. Select Templates header along the top of screen Select the file folder Tropical REC Business Office Templates and locate the appropriate form to be used for your item. Access DocuSign Template instructions can be found on the T Drive. T:\Unit\Administrative\FORMS\DocuSign Instructions Instruction

P-card Timelines According to UF, p-cards should be submitted within 3 days of purchase Senior Clerk (SC)will start looking for missing receipts around: 10 days if local vendor (Home Depot, Publix) >15 days for non-local vendor (Amazon, Fisher) After 15 days, SC will let you know of any outstanding receipts After 30 days, your card may be suspended

What is an itemized receipt? -Cash register receipt from Publix -Print out of your Fisher order plus the packing slip -Print out of your Amazon order with the word received written on it with the date received and the signature of who received it -A print out of your Amazon order -A credit card receipt with no detail of item purchased -A statement

Supporting Documentation In Store Itemized receipt If small enough, the receipt can be taped to the bottom of the form You can remove any surveys, etc. that print on the receipt If receipt is too large, staple or clip the receipt to the form

Supporting Documentation - Service A signed work-order upon completion of services (car/equipment repairs) The work order must include a description of services/work and the equipment that the work was done on

Supporting Documentation - Online Proof of receipt Packing slip, not an online order confirmation or invoice If a packing slip is not included in the shipment or is lost, you may submit the order confirmation or invoice signed with: RECEIVED The date received Receiver s signature

Supporting Documentation Some vendors (Fisher, Amazon) will charge the items as they are shipped This can be handled in three ways: you can wait until everything on the order is received and submit one p-card form with all of the packing slips 1 you can submit the p-card form without the packing slips and bring the packing slips as the parts of the order are received 2 you can complete a p-card form and submit it with the packing slip for each part of the order as it is received 3

State Vehicles When completing a p-card form for any expenses -gas, repairs, parking, tolls, etc.- using a state vehicle, always write the tag # on the p- card form The only exception to the tag requirement is for field trucks that no longer have a tag Also, please make sure you complete the vehicle usage log

Rental Vehicles When completing a p-card form for a rental car or for any expenses for the rental car -gas, parking, etc.-, always include the tag # Gainesville requires a copy of the rental agreement be attached to the p-card for rental car related purchases Enterprise will charge tolls separately. Instructions on obtaining the receipt can be found here: T:\Unit\Administrative\HOW TO's\How to get a receipt for Enterprise tolls.pdf

A Note on Tax Exemptions Purchases by UF are exempt from sales tax The tax exemption number is printed on the front of your p-card A hard-copy is located at ..\..\..\..\..\Unit\Administrative\FORMS\Tax Exemption Certificate\UFTax Exempt Form.pdf Some out-of-state vendors will also honor sales tax exemption Vendors can refuse to honor the exemption

A Note on Tax Exemptions Purchases by UF are exempt from sales tax The tax exemption number is printed on the front of your p-card A hard-copy is located at ..\..\..\..\..\Unit\Administrative\FORMS\Tax Exemption Certificate\UFTax Exempt Form.pdf Some out-of-state vendors will also honor sales tax exemption Vendors can refuse to honor the exemption

PCard Management You can view your staged PCard charges: Go to MyUFL> Main Menu>Financials> Purchasing> Procurement Cards> Reconcile> Reconcile Statement and Entering your UFID All transactions that have yet to be paid will appear in your Reconcile Statement

PCard Management You can view your staged PCard charges: For international transactions, you do not have to send in any documentation. Shannon handles this in the background. For credits/returns, you do not have to send in any documentation. Shannon will reach out to you if she has any questions. Note for suppliers such as Amazon or Fisher, they charge based on items that have been shipped. If there are multiple shipments, there will be multiple charges for the same order. Note FedEx charges will go on the designated Pcard assigned to the FedEx account.