PURCHASING HAND SANITIZERS FOR H1N1
To assist in reducing the spread of the H1N1 Flu, departments can purchase hand sanitizers for the office and the classroom. EH&S will soon be supplying sanitizer dispensers for the common areas, but will not be supplying sanitizers for individual departments. When purchasing the sanitizer for your department, ensure that the alcohol content ranges between 60% – 62%. Anything less than this percentage will not be effective. Please ensure that everyone in your department is aware of this proactive measure and that the purchase is allowed. You may purchase this item from Office Depot or any vendor that has the product at the same price or less. When purchasing from Office Depot, send an email to Procurement & Contracts (P&C) at procurement@uwf.edu with detailed information (see below Office Depot - Blocked Item Message) and we will forward the approval email to the Office Depot Representative.

OFFICE DEPOT - BLOCKED ITEM MESSAGE
If a “blocked item message” is received when trying to place an order at the UWF/Office Depot web site, please send an email with the following information to Procurement and Contracts (P&C) at procurement@uwf.edu:

• Quantity
• Item Number
• Item Description
• Ship To Address (Building/Room Number)
• Phone Number of Individual Placing Order

If the item is not prohibited, P&C will forward the email to the Office Depot Customer Representative to place the order as authorized.  This procedure would apply to the ordering of hand sanitizers for departmental use. This blocking action was implemented due to numerous prohibited items being purchased with PCards at the Office Depot web site. The design and programming of their web site only allows a category to be blocked and will not allow the blocking of single items. The extra step of sending an email to P&C is a protective measure and will allow you to purchase the item (if not prohibited) in a blocked category.   

HOW DO I KNOW MY PCARD CHARGES NEED APPROVAL OR IF THEY ARE APPROVED?
Two email reminders are sent to the Cardholder, Account Manager and Business Manager as a courtesy to assist with approving PCard charges. The first email is sent 10 days prior to the auto post date, and the second is sent 1 day prior to the auto post date. The second reminder email may be received on weekends or holidays; therefore, it is imperative that Cardholders and Managers maintain good communication between each other to plan accordingly and to insure that charges do not auto post during this period. To avoid an audit finding, please approve in advance any charges that would auto post on an upcoming weekend or holiday. 

The following reports are very useful and are located in Information Navigator (Office of Record: Procurement & Contracts). These reports will display what charges are approved or not approved.

PROC000003 “PCard Approved Not Posted Charges”: Check this report after you approve the charge. If the charge shows on this report, then your charge is correctly approved and all is good.

PROC000004 “PCard Auto Post”: This report can be used two ways. First: It will show what charges need to be approved; it highlights the fields in red that need to be entered/changed; and, it provides the date that charges need to be approved by. Second: After you approve charges, if those charges still remain on this report, the fields that need to be entered/changed will be highlighted in red. It’s a great tool.

PROC000009 "PCard Charges Posted Not Approved": Whoops…if a charge shows up on this report it means that charge was not correctly approved and is now an audit finding for the PCard Team and Department.  A JE (Journal Entry) will be required but it will NOT fix the audit finding, nor will it correct all the fields that should have been entered/changed. This report is actually better when it is blank and has no data.

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.

GUIDELINES FOR PURCHASING CLEANING PRODUCTS
When departments choose to clean their area with additional cleaning products other than what is provided by UWF Facilities, those cleaning products can only be purchased under certain circumstances and with specified funds.

1	Appropriate Fund	The fund must be Grant, Auxiliary, or Collected Fees which specifies that cleaning products or supplies can be purchased.
2	Location	The department is located off campus and does not have access to the services provided by UWF Facilities.

If you meet the above criteria, UWF's contractual vendor to purchase your cleaning items from is:
Supreme Paper
Contact: Bob Woodward
478-9207

For more information visit Janitorial/Cleaning Supplies located on the Argus Go Shopping Tab.

VEHICLE MAINTENANCE
Two interim pricing agreements for oil and filter changes, as well as vehicle repairs, have been implemented with the vendors listed below. A formal solicitation will be issued and an award will be made in the near future to include more services such as towing.

Expert Tune 470 East Nine Mile Road 477-5044

Express Oil Change 1650 East Nine Mile Road 478-0120

For pricing information, see "Vehicle Maintenance" on the Go Shopping Tab in Argus.

DO I USE A PCARD, DIRECT PAY, OR A REQUISITION?
It can be very confusing at times to remember what to do when purchasing your items and services. The below chart has been designed to provide an overview to assist you in your planning and decision making. However, the chart is not all inclusive. If you have any questions concerning your purchases, please contact us while in your planning stages so problems and delays can be avoided.

• When using the PCard to order and pay for services over $1,000, a written quote must be obtained and kept with your PCard backup files.
• If your PCard limit is not sufficient for your purchase, you can request a temporary override via email (soon to be on Route It) with your Supervisor's approval.
• Leases for equipment should include a cost analysis justifying the lease over a purchase.

P&C will be glad to assist you.

$0- $999.	PCard for services and equipment
$0 - $1,000.	Direct Pay only when the vendor does not accept the PCard and the purchase is for a service.
$1,000 - $9,999.	PCard for services only OR a Requisition/Purchase Order. Both require 1 written quote Written Quote to include shipping. The PCard cannot be used for OCO equipment.
$10,000 - $24,999	PCard for services only OR a Requisition/Purchase Order. Both require 2 or more written quotes from at least one minority vendor - unless a contract is used. Written Quote to include shipping . The PCard cannot be used for OCO equipment.
$25,000 - $49,999	PCard for services only OR a Requisition/Purchase Order. Both require 3 or more written quotes on official RFQ Form from at least one minority - unless a contract is used. Written Quote to include shipping. The PCard cannot be used for OCO equipment.
$50,000 - up	PCard for services only OR a Requisition/Purchase Order. Required by statute: Formal sealed solicitation process. Plan ahead - this process can take up to 3 months or longer depending upon the solicitation type .

WOULD YOU LIKE AN ON-SITE PCARD VISIT?
In an effort to reach out to help your department avoid any unclassified charges, audit findings, processing of Journal Entries (JE's) and the possibility of your PCard privileges being affected, P&C will be more than happy to visit your department. P&C can meet with your PCard Team to answer any questions and explain the PCard processes. For instance, not many people know that the JE does not correct the unclassified charge completely and it will still be considered an audit finding for your department.

Here are some common reasons for audit findings:

• Lack of communication between the Cardholder, Account Manager and Business Manager;
• Lack of action when receiving email notifications that PCard charges are pending approval (10-day and 1-day email reminders before the charge autoposts);
• Vendor not registered in Banner before a purchase is made;
• Three (3) required fields are not completed and/or updated before the autopost date (see Online PCard Reference Guide for details):
  • Vendor Banner ID
  • Commodity Code
  • Account Code
• Not referencing PCard Reports located in Information Navigator (see "How Do I Know . . . " article above for reports);
• Not referencing the PCard Reference Guide located online at: http://uwf.edu/procurement/internal/pages/PCardReferenceGuide.cfm

Please contact us if you would like for us to visit your department. Help us Help you!