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Purchasing
Contact Persons:
Purchasing Cards (pcard)
A pcard works like a regular credit card. The process of getting a
pcard includes:
1. Go to www.purchasing.ufl.edu.
Under the link Purchasing Cards, read the overview of the pcard
program.
2. Return to the previous web site to go to the Online
Pcard Certification Training.
3. Fill out the Cardholder Agreement and Cardholder Application
forms and print them.
4. Do the Commodity and Travel trainings.
5. After each training be sure to print out the last page that tells
you that you are done with the training. Failure to do so will mean
having to take the training again to get to the last page.
6. Take the completed forms (Cardholder Agreement, Cardholder Application
and two training certificates) to the fiscal office to be sent over
to Elmore Hall. It takes approximately 10 working days to receive
a pcard.
When you use a pcard to purchase items, fill out a Procurement Card
Receipt Form (see Appendix) and take to the fiscal office to be processed.
There are certain items that are not allowed on a pcard. These include
but are not limited to:
• Meals
• Gas for personal vehicle even when traveling on business.
You will be reimbursed for these expenses when you file a Travel
Expense Report upon your return.
• An item that costs more than a $1,000. A purchase order
will be needed for that item.
For a list of allowable items refer to the purchasing
website or
contact the fiscal office for assistance.
Requisitions
If you need to purchase an item that is over $1,000, fill out a Requisition
to Purchase Form (see Appendix) and take it to the fiscal office to
be processed.
The vendor you are ordering the item(s) from must be in the vendor
system. If not, the vendor will need to go to the purchasing website
and under the “Information for Vendors” fill out the Vendor
Application and W-9 forms and send them to purchasing. (Faxing the
forms is usually the fastest way to get added to the vendor system).
When ordering items, check the purchasing website to see if the vendor
has a state contract with UF. For items greater than $5,000 you will
need 2 additional quotes.
Request for Reimbursement of Out-of-Pocket Expenditures
For vendors who will not accept the pcard or a UF Purchase Order that
you pay for the item(s) with personal funds you may use the Request
for Reimbursement of Out-of-Pocket Expenditures Form (see Appendix).
THINGS TO NOTE
1. When completing all forms be sure to indicate where (project
or account) items are to be paid from.
2. University of Florida does not pay tax. Print the tax exempt
form (on the purchasing website) to present to vendors.
3. Invoices are needed for all transactions. Use paper clips instead
of staples to put forms together. For small invoices, tape them
to an 8 x 11 sheet of paper and attach with paper clip to the form.
The purchasing website has detailed information for all purchasing
related questions and issues and is updated regularly please refer
to it for specific information regarding your purchase or call the
fiscal office for assistance.
Forms found in the Appendix are also available in the 1st Floor mailroom.
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