University policy governs the use of University of West Florida’s Purchasing Card (PCard). See Purchasing Card Manual (pdf) . The program was implemented as a cost effective method to purchase and pay for small dollar transactions.

Cardholders should:

• Attend training and sign a cardholder agreement outlining their responsibilities.
• Keep the card in a safe location at all times.
• Use the card for UWF business purposes only.
• Notify vendors of the University’s tax exemption.
• Obtain receipts and submit them to the reviewer promptly.
• Review monthly statement from GE Capital. Notify Business Manager of any unauthorized charges and pass statement on to reconciler.  

Cardholders should not:

• Share their card with other employees.
• Make personal purchases.
• Split transactions with the vendor.
• Purchase restricted commodities including travel meals, fuel, OCO, & promotional items. See reference guide for complete list.

Approvers should:

• Approve all transactions prior to the auto-post date.
• Ensure spending is in support of University business and in compliance with policies and procedures.
• Ensure cardholders have provided adequate documentation to support business purpose.
• Check general ledger coding for accuracy.
• Notify Procurement and IAMC of any improper PCard activity.
• Collect cards from terminated employees and notify/send cut up card to Central PCard Administrators.

Reconciler should:

• Compare GE Capital statement to banner reconciliation report.
• Assemble proper original documentation for each charge on the banner reconciliation report.
• Initial and date reconciliation & submit for department head approval.
• Shred the GE Capital statement.