Purchasing Cards - FAQ

The PCard provides a more efficient, cost‐effective alternative for departments to make purchases. It is meant to avoid the burden of creating purchase orders (POs) for small dollar items as well as to facilitate online purchases previously approved by the departments. The city’s cost of purchasing goods is significantly reduced through the use of a PCard. It further allows departmental resources to be better allocated, and it expands the department’s vendor base. The PCard is accepted anywhere Mastercard is accepted.

Yes, training is available. The PCard team currently has a instructor‐led training course available. The instructor‐led training is helpful to all roles (cardholders, approvers, and reconcilers).  If additional training is needed between scheduled courses, the PCard team will work with your department to deliver a private training class.

Contact the vendor and supply our Tax-Exempt Status with the State of Florida and ask for a credit to your PCard.

Splitting transactions to bypass your single purchase limit is against the City’s PCard regulations. Doing this could result in a suspension of your PCard.

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 Administrator immediately. If assistance is needed after regular business hours, please contact the issuing bank directly and notify the PCard Administrator immediately the next business day.  All replacement cards are to be sent directly to the PCard office in order to be activated in our system.  The PCard office is located at City Hall, 735 8^th St S.   

At no other point should the card holder contact the bank.

In the event that a cardholder has inadvertently charged a personal expense on their PCard, please notify your department Director immediately.  The source of funds should describe the expense that is being reimbursed. For example, if a personal plane ticket was mistakenly purchased, the Source of Funds would be “Travel.”  Please include a check with the charge documentation and hand deliver to the Finance Manager.   If you need further assistance, please contact the PCard department.

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 service is not connecting with the bank, you are not using the correct PIN, CVV or expiration date.  Please contact the PCard Administrator if you have any further questions.