PC 02: Card Accounts

PC 2 - Card Accounts

The Program utilizes the following types of card account:

1. PCard
2. Departmental Card
3. Term Account
4. Declining Balance Account

PC 2.2 - Card Accounts and Administration

County issued purchasing cards are designated for OFFICIAL USE ONLY and are clearly marked with the employee's name or purpose; account name, number, expiration date; the County’s BOCC logo; and sales tax exemption number. Cards are strictly for authorized County purchases aligned with the Requesting Department’s (RD) mission and public purpose; Personal Use is Strictly Prohibited.

Cardholders may register with Global Card Access (GCA) which provides access in real time to insight into your spending. This system combines report, simplified self-servicing, and digital account management tools. This system also allows for new card activation, view or change your PIN, view card authorization and account activity, set and configure alerts, and access statements for the last 18 months.

Requests for new accounts or changes, such as cardholder ¹ department transfers, must be submitted by the RD’s Director through the respective OnBase eForms ².

Under special circumstances, a card's Merchant Category Code Group (MCCG) may be revised to accommodate non-routine purchases by emailing PCardAdmin@HCFL.gov.

Card accounts shall be used in accordance with the following Administrative Directives (AD):

1. AD #IT-01: Automation and Telecommunications
2. AD #AD-22: Public Awareness, Awards and Sponsorship Activities
3. AD #PI-01: Procedures for Implementation of Board Policy for Control of Tangible Personal Property and Sensitive Property
4. AD #MS-12: Receipt of Promotional Gifts / Gift Cards
5. AD #AD-06: Signature Authorization and Delegation of Authority and Administrative Directive #AD-06a, Signature Authorization and Delegation of Authority Related to Financial Transactions
6. AD #AD-09: Travel on Hillsborough County Business
7. AD #FM-01: Fuels Management: Site and Tank Responsibilities, Inventory Control and Ordering, Conservation and Access Policy and Procedures

PC 2.3 - PCard – Issuance and Authorized Use

PCards are issued to employees who frequently purchase ³ commodities and services or are designated for emergency purchases during declared emergencies. Cardholders take possession of their cards after completing PCard training and submitting a signed PCard Agreement. Only the named employee on the card is authorized to use it.

Upon receipt of renewal or replacement cards PCard Administration (PCA) will notify the cardholder and department coordinator. Either the cardholder or the coordinator must pick up the cards from Procurement Services. The coordinator is responsible for proper distribution. Prior to distributing a renewal or replacement card, the existing card must be presented to PCA. Cardholders are responsible for activating their cards and establishing a PIN by contacting Bank of America, N.A. (BOA) at (888) 233-8855.

Transactions must not exceed the single transaction limit ⁴, can contain multiple items, but a single purchase requirement must be completed in one transaction. Splitting purchases into multiple transactions to circumvent limits is prohibited.

Travel enhancements to cards can be requested by the RD travel coordinator via the Temporary Travel Enhancement form on COIN, along with supporting documentation, which must be emailed to PCardAdmin@HCFL.gov.

PC 2.4 -Departmental Card – Issuance

Departmental cards may be issued to the name of the RD for specific commodities or services that require purchases by more than one individual (e.g. Fire Rescue). The RD must designate a departmental card monitor(s) (monitor) to secure and oversee the account. Changes to the designation of the monitor must be submitted to PCA via a change request OnBase eForm by the coordinator.

PCA will notify the coordinator upon receiving renewal or replacement departmental cards. The monitor or coordinator is responsible for picking up the cards from Procurement Services, while the coordinator ensures proper card distribution. Prior to issuing a renewal or replacement card, the existing card must be presented to PCA.

The monitor is responsible for activating the departmental card by calling the toll-free number on the card and then establishing a personal identification number (PIN) by contacting BOA at (888) 233-8855.

PC 2.5 - Term Account – Issuance

A term account has no physical card and may be issued for a specific vendor, commodity, or service, with the RD designating authorized purchaser(s) as the only individuals permitted to use the account. PCA will notify the RD upon issuance or updates to the account and provide necessary account information to the designated Coordinator.

PC 2.6 - Declining Balance Account – Issuance

A declining balance account has no physical card and may be issued for a specified maximum amount, purpose, and time. The RD will designate authorized purchaser(s) as the only individuals permitted to use the account. PCA will notify the RD upon issuance and provide the necessary account information.

PC Notes

1. Cardholder or PCard Cardholder: A person issued a purchasing card to make purchases.
2. This is the form used for new or change requests
3. A frequent purchase is defined as using a card at least once in each quarter. Except cards under the Emergency Program.
4. Currently set at $10,000.00