University of Florida Purchasing Card Program

Published: August 11th, 1998

Category: Memos

John P. Kruczek, University Controller

I am pleased to announce the availability of the University of Florida Purchasing Card Program. This program is the result of a cooperative effort between the University, the State Comptroller’s Office and Nations Bank. Purchasing cards may be assigned to those employees who make small purchases of commodities for official university business and are intended for purchases costing $500 or less. Following the recommendation of their respective Department Chairs or Directors and approval by the University Purchasing Card Administrator, each qualified employee will receive a Visa charge card issued by Nations Bank in their name.

In order to receive a purchasing card, cardholders must attend a short training presentation on the Purchasing Card Program, where they will receive a copy of the Purchasing Card Guidelines. The training provides general information on how to use the card, record-keeping requirements, and allowable and prohibited purchases. Employees will be issued a Purchasing card only after completing this training and signing a Cardholder Agreement. This agreement is used as an accountability measure to ensure that each employee understands the Purchasing Card Program and that misuse can result in disciplinary action.

Departments electing to utilize the Purchasing Card Program must also designate responsible employees to perform the reconciliation of cardholder charges, formal approval, and distribution to university accounts in the SAMAS system. Reconcilers and Approvers must also attend training on proper use of the card, record-keeping requirements, and how to input the charge information directly into SAMAS. Training sessions lasting approximately two hours each for purchasing Cardholders, Reconcilers, and Approvers will be conducted on Monday, August 17, 1998, in Room 282 in J.W. Reitz Union beginning at 9:30 a.m. and 1:30 p.m. Please contact Tonji Herbert in University Disbursements Services to reserve your place in either training session. Seating capacity is limited therefore, you are encouraged to contact Ms. Herbert as early as possible.

I believe that you will find this program to be a safe, efficient, and an expeditious method for making small purchases of goods and commodities on orders costing less than $500. Please join us on August 17, to learn more about the program, complete the required training and receive applications for prospective cardholders. Feel free to contact me at 2-1321 or Associate Purchasing Card Administrator, Michael Williams at 2-1331 if you have questions or need additional information.

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