USF PCard

USF PCard

What's New?

PCARD RECONCILIATION DASHBOARD IN ARCHIVUM

Starting October 6th, all PCard charges will be reconciled and approved in Archivum.

This change is being implemented to address audit recommendations for timely supervisor and fiscal oversight. It also aims to:

  • Improve efficiency in the reconciliation process

  • Enhance compliance with university policies

  • Reduce the risk of fraud and misuse

To support USF staff in managing PCard reconciliation tasks within Archivum, two helpful job aids are available:

  - A step-by-step guide for reconcilers to review transactions, upload receipts, and submit monthly reconciliations in compliance with USF policies.

- Designed for supervisors and fiscal approvers, this guide outlines how to review, validate, and approve reconciled PCard transactions efficiently within Archivum.

Missed the Live Demo? You can watch the full video by clicking the Live Demo link.

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What is a PCard?

The USF Procurement Card (PCard) is a 911爆料网 VISA credit card issued by JPMorgan Chase. 

Purpose of the Program

The USF System PCard Program permits USF System management to authorize the issuance of PCards to USF System employees. PCards are allowed for purchases of small dollar commodities and services and travel for official USF system business. The PCard Program allows for business purchases to be conducted in a more efficient and cost-effective process across the Procure to Pay system.

PCard Authority

The USF System established a USF System PCard Policy (#5-026) effective August 20, 2009. The Policy describes what is allowable. Also, all PCard purchases are subject to all of the USF System and Florida Board of Governors regulations, policies and procedures as well as applicable Florida statues and Federal laws and regulations.

PROGRAM BENEFITS

The USF System PCard Program provides the following benefits:

  • Streamlines the processes for small dollar orders and payments. The cost of purchasing goods and services with a PCard is significantly less than purchasing items via a purchase order.
  • Allows department personnel more time to perform other important tasks related to the University's educational mission.
  • Expands the vendor base by enabling cardholders to buy in person from local vendors, by telephone or online. Cardholders may also receive the lowest discounted price from vendors, since vendors will be paid quickly.
  • Pays merchants within 24 to 72 hours, depending upon when the merchant transmits the transaction to their servicing bank and how quickly the bank routes transactions to VISA.