STORE TAX EXEMPT FORM
Some of you may have experienced being at the cash register checking out and the sales clerk cannot deduct tax from your purchase even when you show them the UWF PCard and the UWF Tax Certification Card. You ask, "why can't they"? The answer is a specific store requires a form to be filled out specifically for and by you to allow them to avoid charging you tax when you checkout. You would only need to do this once since the store will have it recorded and may provide you a separate document. So the next time you are visiting one of the local stores, stop off at their Customer Service desk first before you purchase and fill out the required form. Examples of some of the merchants who require the Store Tax Exempt Form are Walmart, Target, and Sam’s Club.

ANNUAL SPEND WITH VENDOR EXCEEDING $10,000
If your annual PCard spend with one specific vendor will exceed or does exceed $10,000, the guidelines (as listed below) for contract usage, quoting and formal solicitation does apply. All quotes are to be maintained in the department's PCard file for backup and audit purposes. If the annual PCard spend will reach $50,000, please contact us promptly so a formal solicitation can be issued and awarded in a timely fashion to allow continuous service. If you need assistance determining how this may apply to your purchases and department, please contact us.

HELPFUL REMINDERS FOR PROCESSING REQUISITIONS
To enable Procurement and Contracts (P&C) to process your requsitions efficiently, it would be very helpful to apply the suggestions below:

• Send backup documentation to P&C's email, procurement@uwf.edu, with the Requisition Number referenced in the subject line.
• When faxing backup documentation to P&C, the Requisition Number is to be written on every page.
• When ordering computers the warranty is considered an expense item. For example:
  • The compuer costs $947 (Expense) and the warranty costs $99 (Expense). The grand total of the purchase is $1,046. Even though the total exceeds $1,000 it is still considered an expense. Since the warranty is a service it does not turn an expense computer into an OCO item.
  • The computer costs $1,230 (OCO) and the warranty costs $99 (Expense). Your purchase would require to use both OCO and Expense funds for your Requisition. Since the warranty is a service it does not become OCO because the computer is OCO.
    
    

INVITATION: FURNITURE OPEN HOUSE AND VENDOR SHOW
You are invited to Gulf Coast Office Product's (GCOP) Open House and Vendor Show on October 22, 2009, from 3:00 – 6:00 PM. GCOP is one of the local furniture contractors on Florida State Contract. This would be a great opportunity to see and touch some of the furniture that is offered on Florida State Contract. GCOP’s showroom is located at 6020 Enterprise Drive in Pensacola. For information or directions, call 434-5588.

VENDOR REGISTRATION IMPORTANT TO THE IRS
Proper vendor registration seems to be rising in its importance each and every day. Just recently, IRS has questioned some of the inaccurate or incomplete information we had on file for our vendors. The vendors that have not provided the required information are being terminated from the Banner vendor file and they will be required to complete an online registration in order for The University of West Florida (UWF) to do business with them. Please remember that before using your PCard, ensure the vendor is properly registered with UWF. If they are not, do not place the order or pay for it with your PCard. If the vendor does not have the order and payment, they will be more motivated to complete the on-line registration process in a timely manner.

8TH CONSECUTIVE EXCELLENCE IN PROCUREMENT AWARD
We are proud to announce that our department has won the 8th consecutive National Purchasing Institute Achievement of Excellence in Procurement Award. The award is designed to recognize organizational excellence in procurement and measure innovation, professionalism, e-procurement, productivity and leadership.

WOULD YOU LIKE AN ON-SITE VISIT FROM PROCUREMENT & CONTRACTS (P&C) STAFF?
In an effort to reach out and help your department with PCard, Requisitions, contracts, vendor registration, solicitations or planning for future purchases, P&C will be more than happy to visit your department and meet with you. Please contact us if you would like for us to visit your department. Help us help you!