Frequently Asked Questions

The P-Card program is designed to improve efficiency when purchasing low-dollar goods and services from vendors that accept Visa. It allows authorized employees to purchase approved items directly, rather than using Field Purchase Orders (FPOs) or traditional Purchase Orders.

To provide a fast, cost-effective way to purchase and pay for goods and services not exceeding $3,000 per purchase and to reduce administrative time for low-dollar transactions.

Yes, the P-Card program’s parameters and user responsibilities are reviewed when a card is issued.

The Purchasing Card Administrator (Purchasing Agent) coordinates issuance, policy issues, disputes and internal controls. Departments also have specific responsibilities for oversight and reconciliation.

For city-authorized purchases of approved commodities and services that do not exceed the Single Transaction Limit and comply with the policy and a department’s additional controls.

• Single Transaction Limit (STL): Up to $3,000 (or less, as set by the department director)
• Monthly Credit Limit: Up to $25,000 (or less, as set by the department director)

No. Splitting purchases to avoid the single transaction limit is prohibited and considered abuse. It may result in the revocation of P-Card privileges and disciplinary action.

No. The city is exempt from State of Florida sales tax and generally from other states’ taxes.

Individual department supervisors and/or account clerks have oversight and approval authority of purchases and are responsible for reconciling statements with itemized receipts. The documentation is then sent to the Finance department for processing.

Department Account Clerks review transactions regularly, and reconciliation is expected to be completed by the 30th of the current month.

Yes, but only if specifically authorized on an approved travel voucher that clearly indicates which expenses will be charged to the P-Card.

With an approved Travel Voucher and temporary authorization, the P-Card may be used for: 

• Registration 
• Airfare and baggage fees
•  Hotel Parking 
• Shuttles/taxis 
• Car rental (from select vendors) 
• Fuel (for travel use as authorized)