The Chief Financial Officer’s (CFO) credit
card, charge card, and debit card (cards) operating guidelines,
are documented in 215.322, Florida Statutes (F.S.), and 69C-4,
Florida Administrative Code (F.A.C.). Some of the major
requirements placed on agencies and the Judicial Branch (state
entities) include the following:
(1) Must receive prior approval from the CFO before
accepting cards for the payment of goods and services.
(2) Must receive approval from the Agency for Enterprise
Information Technology and the CFO with regard to process or
procedure to be used when the internet or other related
electronic methods are used as the collection medium.
(3) Must use Treasury established contracts for processing
card transactions unless the Treasury has provided approval to
go outside the established contracts. Treasury can approve the
use of an alternative contract if the state entity provides
evidence that the use of another contractor is more
advantageous.
(4) Must show that the cost of accepting electronic payments
is substantiated, to the maximum extent practicable, by the
benefits to the participating state entity and the public.
(5) Must follow rules established by the CFO governing:
(a) Convenience Fees - Use of procedures established in
regard to imposing a convenience fee as well as ensuring that
the fee does not exceed the total cost to the agency.
(b) Payment of Service Fees - Requires that all service fees
payable be invoiced and paid by state warrant or such other
manner that is satisfactory to the CFO and that all payments are
made in accordance with the time periods specified in 215.422,
F.S.
(c) Information to the CFO – Provides for the CFO to require
state entities to submit information concerning the acceptance
of cards as payment for goods and services.
(d) Cost Analysis – Provides for a methodology which includes
all quantifiable cost reductions, other benefits to the agency,
and potential impact to general revenue when accepting cards for
payment of goods and services. The methodology should also
include nonquantifiable benefits such as convenience to
individuals and businesses.
(6) Must provide an annual report, as of June 30, to the CFO
for all electronic payment sources used. The deadline for
report submission is 30 days after the end of the fiscal year.
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