Purchasing Cards - FAQ
PCard, Purchasing Card, or Procurement Card, is the City’s equivalent to a corporate card. It essentially operates as a Mastercard debit card. The PCard is associated with a department or project from which the funds are deducted as your PCard statement is reconciled. PCards may be used to purchase commodities, pay for services, and facilitate travel expenses.
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.
New cardholders must complete the in-class training course. Also, cardholder must complete and submit the Procurement Procedures and PCard Request Forms. All card holders will require being off initial probation before card issuance unless otherwise approved by the City Manager.
Directors may approve a card for employees in their division. Requests should be made by completing the forms and submitting them to the Procurement & Contracts Manager for City Manager approval.
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.
The PCard can be the primary method for making purchases of $5000 or less unless the vendor does not accept PCard without a fee.
Contact the vendor and supply our Tax-Exempt Status with the State of Florida and ask for a credit to your PCard.
Yes, an itemized/detailed receipt is required for each transaction and must be submitted with the cardholder’s monthly statement.
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.
If you would like to make a permanent change to your monthly credit limit and/or single purchase limit, please utilize the PCard Limit Request Form located on the City’s intranet https://cityofnaples.sharepoint.com/Purchasing/Pages/Home.aspx?RootFolder=%2FPurchasing%2FShared%20Documents%2FGeneral%20Access%20Documents&FolderCTID=0x012000FD78E1D7A93C5A46932E2A313D63904A&View=%7BF0527CBE%2D4A2F%2D434A%2DAA97%2DCA6BD1992439%7D . This form will be approved by the cardholder’s responsible Director. The form will be routed to the Procurement & Contracts Manager for City Manager approval.
If you would like to make a temporary change to your monthly credit limit and/or single purchase limit, please gather the Director’s email approval and send your request to the Purchasing & Contracts Manager.
If you need further assistance, please contact the PCard Administrators.
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 8th St S.
At no other point should the card holder contact the bank.
Please contact the merchant as a credit issued by the merchant is the quickest way to correct any errors. If the merchant does not assist in issuing a credit, contact the PCard Administrator and they will initiate a dispute. Most disputes are resolved within 30‐60 days. (Your PCard may be subject to be reissued to avoid potential fraud) Please remind your approver to note in the comments field that the transaction is in dispute. This will avoid any possible suspension related to unapproved charges.
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.
Under no circumstances should another person have access to your Card. If the department’s Director feels there is a need for someone else to make purchases on behalf of the department, an additional card may be requested. It is the responsibility of the cardholder to keep their PCard in a secure location to which no one else has access.
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.
If you suspect fraud, waste, or abuse, please report this information to the PCard Administrators immediately.