Expense and Procurement Card

Procurement Card

Frequently Asked Questions

Can we buy coffee and water for the benefit of those in the department?
No, the purchase of coffee and water is currently on the PCard program’s prohibited use list.
Can the PCard be used to purchase gasoline/fuel?
Yes, the PCard can be used to purchase gasoline/fuel for the following:

  • State vehicles and equipment
  • Rental vehicles when on UCF business travel

Purchases must meet FA’s fuel requirements by including a copy of the receipt and the UCF state vehicle/equipment Vehicle Identification Number (VIN) and/or rental agreement number.

Can the PCard be used to purchase gasoline for a personal vehicle on a business trip?
No, the PCard cannot be used to fuel personal vehicles as personal vehicles will be reimbursed by mileage and not by actual fuel purchases.
What do I do if sales tax is charged?
Contact the vendor and see if they will honor our Tax Exempt Status with the State of Florida and ask for a credit to your PCard.
Must I keep a receipt for every single transaction on the PCard?
Yes, an itemized/detailed receipt is required for each transaction and must be submitted with the cardholder’s monthly statement. Statements are due prior to the end of the month following the statement date. For example, a statement dated July 31 (for July charges) is due prior to Aug. 31.
I lost my PCard or fear it has been compromised. What do I do next?
It is the cardholder’s responsibility to report a lost or stolen card as soon as possible. If the card has been discovered missing during business hours, please contact the PCard office immediately. If assistance is needed after regular business hours, please contact Bank of America directly at 888‐449‐2273. If the bank offers one, please do not accept a replacement card. The replacement card must instead be sent to the PCard administrator in order to be activated in our system.
How do I dispute a PCard transaction that I do not recognize?
Immediately contact FA and inform them that you have an unexpected transaction on your PCard. Additionally, please contact the merchant as a credit issued by the merchant is the quickest way to correct any errors. If the merchant does not assist in issuing a credit, contact BOA using the number on the back of the PCard to file a dispute. Most disputes are resolved within 30‐60 days. (Your PCard may be subject to be reissued to avoid potential fraud) Please remind your approver to note in the comments field that the transaction is in dispute and place the transaction in Verified. This will alert the PCard team as to why the charge has not been approved, and it will avoid a suspension related to unapproved charges. Ensure these verified transactions are still approved in a timely manner.
Can I allow other users access to my PCard?
Under no circumstances should another person have access to your PCard. If the department’s DDC feels there is a need for someone else to make purchases on behalf of the department, an additional card may be requested. It is the responsibility of the cardholder to keep their PCard in a secure location to which no one else has access.
What are some common reasons for a card to be declined?
If your PCard has been declined, it could be due to the following reasons: the purchase exceeds your available balance or single purchase limit, the vendor’s merchant category code is prohibited by UCF, or your PCard could be suspended. Please contact FA immediately if your card has been declined.
What if I become aware of fraud, waste, or abuse?
If you suspect fraud, waste, or abuse, please report this information to the PCard administrator or University Audit. You may also send a fax to (407) 823‐6630, or contact Tina Maier at (407) 823‐2889.

Virtual Payables

What are the benefits to a supplier of accepting a credit card payment?

There are many supplier benefits:

  • Expedited payment which improves Days Sales Outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give out bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green – paperless, electronic payments are more secure, save money and conserve the
  • environment by eliminating costs associated with printing and mailing paper checks
  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large
  • ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Is card acceptance a requirement from my Client (the buyer)? If I decline to accept card payments, will it affect our Supplier-Client relationship?

This is your client’s preferred method of payment and is part of an effort to reduce checks and eliminate inefficiencies and costs associated with paper. This method of payment will expedite receipt of payment and is more convenient than handling a check. Typically, credit card payments are deposited into your account within 48 hours of payment processing, compared to 7-10 days to process a check.

Are there any fees associated with taking Virtual Payables as a form of payment?

Payments will be processed as credit card transactions and your standard merchant bank fees will apply. There are no additional fees imposed by your client or issuing bank.

  • For larger ticket transactions, a supplier may qualify for a reduced interchange rate (large ticket interchange) if the transaction meets certain criteria. The supplier should speak to their merchant acquirer for more information on this program.
Our Company requires a signed Card Authorization Form for every credit card transaction. Can our client partner fax this information with the remittance advice?

You will receive the card account information via secure email or directly from your client. At that time you can provide your Card Authorization Form to your client for signature and maintain that form with the card information. Each remittance advice is your authorization to process the credit card transaction for the exact amount indicated.

How will I receive the card account number, expiration date and the 3-digit CVV2 value on the back of the card?

Your client will provide you with the card account number and expiration date to keep on file. You will receive this information via phone or by secure email. The 3 digit CVV2 value is not provided in the secure email. If you need the 3-digit CVV2 code, your client will provide you with the same via a phone call. If you elect not to keep the card account number on file, you can opt to receive the card account number and expiration date with each remittance advice by secure email.

Is it safe to keep the card account number on file?

It is safe to maintain a card account number on file as there are zero dollars on the card until an invoice is approved for payment. Once an invoice is approved for payment, the card will be funded for the exact amount of the invoice(s) and you will receive a remittance advice. The remittance advice is an electronic confirmation that the card is ready to be charged. This technology eliminates risk associated with maintaining the card account number on file.

Will I receive payment for all company locations?

Receipt of payment will remain the same. If you currently receive one check for multiple locations,   you will maintain one card account number on file and the remittance advice will identify the appropriate location by invoice number, date and amount. If a separate check is sent to each remit to address, a unique card number will be assigned for each location.

How will I receive the remittance advice?

You can elect to receive the remittance advice by email or fax. The remittance advice can be sent to multiple email addresses or one fax number. If you elect to receive the card account number and expiration date with each remittance advice, the delivery method is secure email.

Are there other card payment options if our company policy does not allow us to keep a card account number on file?

Yes. If you cannot keep a card account number on file, the card account number and expiration date can be included in each remittance advice and sent via secure email.

How do I get set up to use the secure email website?

In the first remittance advice email you receive, please click on the “secure email” attachment (“securedoc.html”). This will take you to the secure email site registration page. Please enter your email address and create a password and security question and answer. Registration is a one-time process and takes just a minute or two. Once complete, you will be logged in and presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What is the process to access the card account number and expiration date from a secure email once I’ve registered on the secure email website?

In each remittance advice email you receive, there will be a “secure email” attachment (“securedoc.html”). When you click on that attachment, you will be taken to the secure email login page where you can log in with your email address and password. Once you’ve logged in, you will be presented with the entire remittance details in your browser, including payment details, card account number and the card’s expiration date.

What if I have trouble logging in or accessing the website?

If you have forgotten your password, there is a standard “Forgot your password” link on the login page. If you click this link, you will be prompted with your security question and assisted through creating a new password.

If you experience other technical difficulties, there will be a link provided in all remittance emails that will take you to a URL (http://securemsg.bankofamerica.com/l-en/en.html) that lists phone numbers and hours of operation for technical help. For support in the U.S., you can call 1.866.765.0732 Monday-Friday, 24 hours a day. There are additional phone numbers listed on the above webpage for servicing teams in other countries.

Once the card account information is decrypted, will the card account information continue to stay decrypted?

Each time you receive a secure remittance advice you will be required to click on the link contained within the email to access the card account number and expiration date. Once you log out of that site, the card account information will not be accessible again until you re-authenticate to the site.

Is there a process to assist me if I forget the password to decrypt the card account information?

Yes. There is a “Forgot your password” function that will verify your identity and re-establish a password.

Will net terms change for this payment method? How soon will we get paid?

Your terms will remain the same, however, you do gain float associated with this payment method. Funds are typically deposited within 48 hours after processing the transaction.

How does credit card acceptance for payment of invoices affect our invoicing process? How are credits and short-pays on invoices managed?

Your invoicing, current procedures and client contacts remain the same.

Should I be concerned about the cost associated with card acceptance (i.e. merchant fees)?

Your invoicing, current procedures and client contacts remain the same.

  • Expedited receipt of cash, which improves days sales outstanding
  • Elimination of check processing costs
  • Elimination of collection costs associated with lost or misplaced checks
  • More efficient handling of exception items
  • Reduced exposure to check fraud
  • Better control by eliminating the need to give bank information for ACH payments
  • Remittance data transmitted with payment for more efficient back-end reconciliation
  • Going green – paperless, electronic payments are more secure, save money and also help conserve the environment by eliminating printing and mailing paper checks

Additionally, helping your client streamline their payment processes by accepting card will likely strengthen your relationship with your client. It will also increase your marketability with other clients looking to make card payments.

My Company does not take credit card for payment currently, but we are interested in learning more. What is the next step?

BofAML has a partnership with Bank of America Merchant Services, a merchant acquirer. We can facilitate a referral to BAMS on your behalf at the end of our calling campaign. If you become enabled to accept credit cards, you can decide on a buyer to buyer basis from whom and when you want to take card for payment.