Using a PCard gives a Cardholder greater control over small-dollar purchases made on behalf of the MFA. Using a PCard for small-dollar purchases eliminates the need to complete the traditional procure-to-pay process (Purchase Requisitions to Invoice, Reimbursement Requests, etc.) and eliminates the need to spend personal money and then seek reimbursement.
PCard Purchases
A PCard may be used to purchase any goods and services for MFA business, subject to the limitations stated in the Cardholder Responsibilities under Prohibited Purchases. A PCard may also be used for cash advances when approved for that purpose.
PCards should be used to make MFA related travel reservations through iBuy+ Travel. The PCard may also be used for travel expenses incurred while traveling on MFA business. This includes:
- airfare
- lodging
- meals
- rental cars
- registration fees
- other authorized incidental expenses
- cash advances from banks and ATM machines (within the limits of the Travel & Entertainment Policy).
Travel & Entertainment (T&E) Expenses have rules and regulations in addition to the general rules and regulations of the PCard Office. When using a PCard for T&E expenses, the Cardholder must adhere to ALL MFA T&E policies in order to comply with various IRS regulations. Please note: a PCard may NEVER be used to pay for a spouse or family member to accompany a traveler on MFA business unless this unusual circumstance is approved in advance in writing by the MFA'S CFO.
Travel Benefits
Cash Advances
While it is preferred that a PCard be used to pay for all T&E expenses, in certain circumstances there may be a need for cash. Travelers are eligible for PCard cash advances of up to $500 every 7 days for reasonable out-of-pocket expenses while on travel. Should other limits be necessary to conduct MFA business, please contact the PCard office for further instructions. Cash advances may be obtained either from a bank teller or ATM machine. A Personal Identification Number (PIN) will be required. When a PCard is first activated, the Cardholder should select a PIN at that time. There will be a charge for obtaining a cash advance of 2% of the cash amount (minimum $3.00), as well as the possibility of an ATM charge. These fees appear as a PCard transaction within Concur and need to be submitted as expenses on an expense report. It is therefore strongly recommended that purchases be paid for with the PCard directly rather than with a cash advance. When on foreign travel and if there is a need to exchange currency, an official receipt showing the amount rendered in local currency and in US dollars, as well as fees, must be obtained
Please note: The exchange rate in effect on the applicable processing date may differ from the rate on the date the card is used. Banks have the right to charge 1% of the U.S. dollar amount on any international transaction.
Traveler Accident Insurance
Automatically insured for $500,000.
Lost Luggage Benefit
Eligible to receive supplemental reimbursement for lost luggage of up to $1,250.
Rental Insurance Coverage
- Primary Collision/Loss Damage Insurance for up to 31 consecutive days of car rental.
- Up to $50,000 per incident on claims for which the traveler or any other authorized driver is legally responsible to the vehicle rental company.
- Secondary Personal Effects Insurance which covers loss, damage, or theft of such effects.
- Maximum coverage per rental is $1,000 per covered person, per occurrence.
PCard Program
The MFA PCard is a standard revolving card, in which the cycle limit is refreshed on the 22nd of each month set up with the following control parameters:
- Maximum dollar amount per transaction: The department determines the maximum dollar amount that each cardholder can spend in a single transaction. The default per-transaction limit allowed for any PCard is $3,500 unless there is a business need for an amount larger that has been justified by the PGA or CFO's office.
- Credit limit: The department determines the maximum dollar amount that can be spent by each cardholder during a cycle. The cycle begins on the 22nd of the month and ends on the 21st of the following month.
- Merchant Category Codes: Each PCard is further set up to exclude specific Merchant Category Codes when necessary.
Who Can Obtain a PCard?
- Any employee working on behalf of the MFA is eligible to apply for a PCard by completing the required PCard Training and following the Procurement Card Application process.
- Cardholders should be those employees authorized to transact business or complete purchases on the MFA’s behalf. Please review Cardholder Responsibilities.
Prohibited Purchases
PCards may be used to buy anything EXCEPT the unauthorized/prohibited items listed below:
- Any order that exceeds the established Single Transaction Limit for the PCard holder. A transaction may consist of one or many items. Splitting a large order into multiple transactions each less than the established Single Transaction Limit for the PCard holder is prohibited and may result in card suspension. However, transactions greater than the established Single Transaction Limit for the P-Card holder may be allowed if pre-approved in writing by PGAs or the CFO's representative. Refer to the MFA’s Procurement Manual for additional information about the required documentation on P-Card transactions and thresholds for competition.
- Services rendered by an individual or sole-proprietor LLC regardless of dollar amount due to the MFA’s Workers Classification Form requirement and/or the potential for tax reporting requirements. Please consult the Tax Department's website for the exemption to the WCF requirement job classifications. These services may be able to be paid on a PCard. Please contact the PCard office for further information if your service appears on the exemption listing.
- Gasoline for personal vehicles.
- Laboratory Animal orders placed by anyone other than the Animal Research Facility.
- Goods and Services greater than $3,500 unless the PCard is being used as the payment method to satisfy a previously executed contract. When the services are paid by the PCard, a copy of the executed contract with the receipt and invoice must be attached to the expense report.
- Prizes, awards, and gift certificates, such as gift cards and cash equivalents unless approved in advance through the iBuy+ system. See complete details regarding gift card purchases by visiting the iBuy+ website; under the "Request" tab.
- Any purchase prohibited by another MFA policy.
Liabilities
Departments are liable for all charges made on PCards assigned to their cardholders and are liable for charges on lost or stolen cards before the card is reported lost or stolen to the issuing bank. Fraudulent charges should be disputed, and the Bank will make an effort to recoup those charges and credit back the cardholder. In addition, the Department is liable for all transactions reallocated to sponsored project funds, including any charges that are unallowable according to the terms of the specific grant/award.
The PCard staff in P2P are responsible for ensuring PCards are administered in accordance with the MFA’s policies and procedures.