Business Office CREC

Attention all P-card holders

August 21, 2007

Recently, the Business Office has had several instances of P-card misuse. You, as the cardholder, are responsible for filling out your OWN paperwork, obtaining the appropriate approvals and signatures and chartfield/accounting information.  This is not to be done by anyone else. If the paperwork for a purchase is not complete, it is the cardholder we will contact for this information. In order to use your P-card in accordance with UF guidelines, you must obtain a receipt, complete the paperwork with all approvals or signatures on that paperwork, and turn it into the Business Office within 3 business days.

P-cards are not to be used for personal items or food. In the event that an inappropriate item is mistakenly purchased on a P-card, the cardholder must immediately reimburse UF in full for that purchase. You will receive a written warning and may additionally have your P-card suspended, and be required to take the P-card policies and procedures test in order to have it re-instated.

Beginning July 2007, the Business Office is following a new process for reconciling monthly P-card statements. This new process requires that the cardholder sign and verify each and every shipping and receiving sheet, (for any item that is delivered through shipping and receiving). Shipping and receiving sheets received in the Business Office without the cardholder signature, will be held and the cardholder will be called to sign it. Please make note of this new requirement and contact someone in the Business Office if you have questions.