Office of Financial Services

Expense Card Frequently Asked Questions

General

• Why was the expense card program implemented?
  • To provide individuals with a widely accepted method of ordering small dollar items. Individuals will now have another choice beyond the purchase order and petty cash options. The University individuals are required to use the expense card for their purchases $5,000.00 or less (including shipping and handling). Procurement Services is encouraging individuals to place orders using the expense card.
• How are additional expense cards obtained?
  • Florida Tech's Expense Card Application January 2021 may be downloaded from our website.
• How long will it take to receive the expense card?
  • Typically 2-3 business days from when Procurement Services is able to process the application.
• Can the expense card be used for personal purchases if the department's account is reimbursed for the charges?
  • No, and as noted in the Florida Tech Expense Card Agreement January 2021, and the Procurement Card Rules and Guidelines February 2020, non-adherence to this procedure will result in the revocation of the individual cardholder's privileges.
• What do I do if my card is lost or stolen?
  • Notify Bank of America at 1-888-449-2273. The department manager and individual is responsible for any and all unauthorized use. Please also email a notification to purchasing@fit.edu. 

Ordering / Use

• Can a expense card be used for car rentals?
  • Yes.
• Can a expense card be used to purchase gift cards?
  
  • Our current policy does not prohibit the purchase of gift cards. When purchasing gift cards, please fill out the Gift Card Log and the Gift Card Statement of Responsibility  and submit completed forms to  Wendy Murrell in the Office of the Controller at. 

Receiving

• Do departments have the option of requesting the University's Receiving personnel to pick up their purchases from local suppliers?
  • No. Cardholders must pick up their purchase or have it delivered directly to their office.
• If no one is in the office to sign for a shipment, what happens?
  • The package carriers will make two more attempts to deliver, then it is returned to the supplier.
• What if the carton is crushed, ripped, wet, or rattles?
  • Note the condition of the shipment on the delivery slip you are signing, then call the supplier to make a claim. Save the carton, contents, and paperwork for inspection.

Reconciling

• How do I reconcile transactions in Workday?
  • Create an Expense Report, fill out the mandatory fields and on the bottom of the first page select all the transactions that you want to add to your expense report. Then attach the correct detailed receipt (which includes the business purpose) to each transaction and select the correct spend category. Then select submit and the expense report will route for appropriate approvals. See applicable jobaid for detailed instructions on the Workday Resources Sharepoint. 
    
    

Expense Card Suspension or Revocation

• Could I lose my expense card privileges?
  • Yes if you violate the Pcard Rules and Guidelines your card can be revoked.
• Under what circumstances would my expense card be taken away?
  • Please refer to the Procurement Card Rules and Guidelines February 2020 and the .