Financial Management - PCard Reminders

• Gift Cards: PCards cannot be used to purchase gift cards.
  If there is a need to utilize gift cards as part of your extension program, there is a process available to obtain them from UF. Gift cards should not be used as recognition items for volunteers. Contact Business Services for assistance in acquiring gift cards.

• Gasoline: PCards can be used to purchase fuel for rental, state, and county vehicles. Include a copy of the rental agreement with the backup documentation or note the state/county vehicle number. PCards cannot be used to purchase gasoline for personal vehicles.

• Food: PCards may be used to buy food at grocery stores.
  If there is a need to purchase food for your program from a caterer or restaurant, you will need a catering exemption. Business Services can assist with confirming if you have the exemption or processing an exemption request. The purchase of food must have a clear business purpose and a copy of the agenda/itinerary and sign in sheet must be included with the backup documentation.

• Coca-Cola Products: The purchase of Coca-Cola products is prohibited. The PCard may be used to purchase Pepsi and Pepsi products. If you are located outside of Alachua County, you are not restricted to Pepsi branded water (Aquafina) and may purchase any brand of water available.

• Chartfields: When entering the chartfield, please use the UFID of the person the expense is being purchased for. The default account code, 799900, must be changed to an account code that accurately represents the purchase.

Two great resources for PCard information are:

• List of Allowable, Conditional, and Non-Allowable Purchases: https://procurement.ufl.edu/uf-departments/procurement-cards-pcards/procedures/allowable/

• Alphabetical Index: https://procurement.ufl.edu/uf-departments/procurement-cards-pcards/alpha/

For questions, please contact Business Services at https://extadmin.ifas.ufl.edu/business-services/submit-a-ticket/

Contact: IFAS-EBS@ifas.ufl.edu - October 13, 2022