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College of Medicine
Department of Anesthesiology

CATEGORY: Administrative CREATED: 06.08.2015
SUBJECT: Procurement Card (Pcard) REVISED: 08.13.2018
APPROVED: 06.24.2015
EFFECTIVE: 06.24.2015
ANNUAL REVIEW:

The purpose of this policy is to provide guidance on the use of PCards within the Department of
Anesthesiology. Each cardholder will have a shared file folder in his/her name located in the
share drive V:finance & reporting>Pcard. The Pcard folder will be organized by last name,
fiscal year, and then month.

1. Employees must complete the training in myUFL before applying for a PCard. Once
training is complete, the employee can complete a PCard Application and submit it
through their supervisor to the Finance Office.
2. Cardholders must maintain awareness of University policies regarding PCard purchases
and timelines. Employees can refer to the UF Purchasing website for detailed guidance
on the permissible use of PCards. (https://procurement.ufl.edu/uf-
departments/procurement-cards-pcards/procedures/)
3. Cardholders must reconcile the invoice and/or receipt within three business days of
purchase by accessing the Reconcile Statement module in PeopleSoft.
4. The Department Finance Office must review and approve the Cardholder’s transactions
within fifteen calendar days of the purchase. The Finance Office will send email
notices weekly to those cardholders whose transactions are not verified within ten
calendar days.
5. The Department Finance Office will notify, by email, the cardholder of potential errors in
the reconciliation to be reviewed again and confirmed. Once these concerns are resolved,
the Finance Office will approve the transaction.
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6. Cardholders must reconcile monthly (after the 10 of the following month but before the
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15 ) by printing the Pcard Aging Report to the saved invoices and/or receipts.
Cardholder must sign and date the Transaction Detail Report then upload the form to
their PCard folder for final review and signature by the Finance Office.
7. Cardholders must maintain current, proper receipts and supporting documentation,
transaction detail reports, within the department shared Pcard folder.
8. Cardholders must complete the online refresher training every two years to maintain
knowledge of current UF policies and procedures.

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