PCard Training
Reconciler Training Part 2
Part 2: Important PCard Account Information | Cardholder Responsibilities
Important Information
- USF billing cycle
- Starts: On the 5th of each month.
- Ends: On the 4th of the following month.
- Please Note: If the 4th of the month falls on a weekend the billing cycle will end at 11:59pm on the following business day
- The USF System PCard billing address:
- 4202 East Fowler Ave, SVC 1073
Tampa, FL 33620
- 4202 East Fowler Ave, SVC 1073
- The billing address is different from the shipping address. The shipping address MUST be a USF System address.
Cardholder Responsibilities
- Submit receipts to your reconciler within 3 business days of your purchase.
- Traveling Cardholders: Must submit receipts within 3 business days after returning from travel.
- Sign the monthly cardholder activity statement.
- Ensure Florida sales tax is not paid.
- Ensure PCard transactions are reconciled on time.
- PCard transactions should be approved (reconciled) in FAST within 7 business days of their load date.
PCard Security
- The card or account number should not be shared with others.
- The account number should not be emailed or written on documents – including receipts.
- PCards should be either maintained in wallets or stored in locked cabinets, not unlocked desk drawers.
- When leaving USF or switching departments, please stop using the card, destroy & dispose
of it, and notify PCard Services to close your account.
- Do not leave that responsibility to others (such as a reconciler or verifier).
Reporting Lost, Stolen, or Misplaced Cards:
- If your card is lost or stolen:
- Immediately contact JPMorgan Chase at (800) 316-6056
- Request the account be closed.
- Request a new PCard be ordered and shipped to the bulk shipping address. Rush delivery is not allowed.
- Contact PCard Services in order to complete the Account Closure Form and coordinate the pick up of your new PCard.
Filing a Dispute Claim or Fraud Claim with the Bank:
- Dispute claims and fraud claims must be filed with JP Morgan Chase within 60 days of the post date of the transaction in question.
- Fraud Claim: The bank will close your account and have a new card ordered for you. PCard services must be contacted to complete an Account Closure Form and coordinate the pick up of the new card.
- Dispute Claim: Dispute claims should be filed after attempting to receive a credit from the vendor.