Fiscal Policies

The ECE Fiscal Office’s mission is to support the operations of the department by providing disbursements and procurement services. Disbursements services include voucher payments, check requests, cost transfers, and non-travel generic reimbursements. Procurement services include processing paperwork for new PCard holders, managing the Pcard reconciliation process, ordering supplies and preparing purchase orders for the department.

PCard information

Getting a Pcard: To be eligible for a Pcard you must be an employee of the University of Florida. Faculty, Staff, Graduate Assistants and OPS are eligible for a PCard. Students who are not employees are not eligible.

The first step to getting a Pcard is to secure approval from your supervisor. With the help of your supervisor, decide if your card will be used for commodities, travel or both. When that has been decided, take the appropriate training classes . PST975: What Every Pcard Holder Needs to Know should be taken by everyone. PST076: Pcard for Travel and PST077: Pcard for Commodities should be taken by cardholders who need to purchase travel and/or commodities.

Once training is passed, fill out the EMPLOYEE INFORMATION (UFID, Name, email, Title, Phone and Training dates) of the Pcard Application and complete the Cardholder agreement form which needs to be signed and witnessed (these forms can be found here (link is external)). Note: The witness can be anyone except anyone working in the ECE Fiscal Office. Once this is done,have your supervisor send an email to Jaye Madden approving the pcard and then forward the forms to Jaye for processing.

PCard Reminders

If you ever have question or concern about a Pcard purchase, please contact the Fiscal Office prior to making the purchase.
Your UF Pcard has two separate limits: Single and Monthly. Single is how much your card is authorized to spend on any one purchase. Montly is how much you can charge to your PCard during one calendar month. The single and monthly limits will be determined by your supervisor.

The University of Florida’s Pcard Team has provided a list of allowable and non-allowable charges. These lists are not all-inclusive and cannot cover every situation so if there is something that you have a question about that is not on the list, please ask us.

It is against UF PCard policy to ‘split’ orders to circumvent your Single purchase limit. For example if your single limit is $2000 and you need to purchase a $2500 item you cannot have the vendor place two charges against your Pcard to bring each single transaction under $2000.00. If you need to make a purchase that is over and above your single transaction limit you will need to contact the ECE Purchasing Office.

Payments to consultants are not allowed on the Pcard.

UF’s current definition of Capital Equipment/Assets is items costing $5000.00 or more. Please note that ANY purchase that increases the value of Capital Equipment is considered a Capital Equipment/Asset purchase and is not allowed on the Pcard. For example: You wish to add memory to a computer. The computer was originally purchased from Dell for $5100.00 which makes it Capital Equipment. The memory only costs $500 which is well below your single transaction limit for you Pcard. However, since the memory will increase the value of an existing piece of Capital Equipment, that is not an allowable expense on the Pcard. You will need to contact the ECE Purchasing Office and have the purchase made via UF Purchase Order.