VENDOR REGISTRATION CARD
In an effort to help PCard holders obtain all the information their PCard Account and Business Managers require in order to avoid autoposts because of vendors not being registered, we are now providing a template for a "Vendor Registration Card". This template is a one-page Word document that contains 10 "Cards". The document can be printed on heavy-stock paper and then separated. Card holders can present the card to a vendor who was not pre-registered at the time of service. This will be especially helpful to those who travel. So, be sure to carry these cards along with your PCard and a Tax Exemption Card/Certificate.
Many thanks and much appreciation to the folks in CEDB (Tanya Streeter and Juanita Johns) for sending us this idea!!
ORDERING HEWLETT PACKARD (HP) EQUIPMENT
The HP Contract Summary Sheet on the Go Shopping Tab (under "Computers & Supplies" and "Printers") has recently been updated with new procedures. When you go to the HP Web site, please DO NOT CREATE A NEW ACCOUNT. There is one account for ALL UWF users. The User ID and Password for the UWF account is listed under the "HP Portal User Instructions for UWF" part of the Contract Summary Sheet on page 2.
United Data Technologies (UDT) is a new vendor listed on the Go Shopping Tab, utilizing the E&I contractual pricing for HP equipment and supplies. UDT is a reseller of HP products and a Florida Certified Minority. Obtain a quote from UDT by phone or by email. Their prices are very competitive, however, there is a 3% charge for using the PCard. That charge will need to be considered when shopping for the best prices.
OFFICE DEPOT - MAKING PERSONAL CREDIT CARD PURCHASES AT RETAIL STORES
If you are making a personal purchase using a personal credit card at an Office Depot retail store, be sure the sales clerk swipes the credit card on the register, NOT the "pen pad" on the counter. This assures the user gets any discount they are entitled to from the UWF Contract. Please remember that you may not see a contract discount on all items you purchase personally at a retail store. If you did not receive any discounts and feel you should have, please retain your invoice and contact Crystal Patterson (Crystal.Patterson@OfficeDepot.com), 850-512-4944. Also, you must have pre-registered your personal credit card with Crystal Patterson to receive the contract discount BEFORE you can use it at a retail store.
When ordering items that will ship to your department by either UPS, FedEx or any mail service, the building and room number MUST be part of the ship to address to which the order will be delivered. Due to the high number of offices on campus, the mail service personnel are not allowed to search for the package's possible delivery destination. Therefore, UWF will refuse the package and it will be returned to the vendor. In order to avoid reordering or restocking fees, and ensure that your package is received promptly, be sure to provide all the necessary shipping information.
INTERNAL VENDOR REGISTRATION OF UWF STUDENTS
When registering a student on the Online Internal Vendor Registration site, please ensure and proof that all the information is entered accurately, especially the Social Security Number. It is extremely difficult for the student to be verified and can result in incorrect information being entered into the vendor system which causes problems in various areas. So please take the time to re-read the information entered before clicking the submit button.
NEW VEHICLE MAINTENANCE CONTRACT
Announcing a “New” Vehicle Maintenance Contract for those of you who have University vehicles. There is now a new contract in place with discount prices with three different vendors located in Pensacola. On-site services, towing, pick-up and delivery are some of the special services now available. The contract number is 09/RFPT-11/EE. The vendors are Expert Tune, Gary Sapp Automotive and Tuffy Auto Service Center. For detailed information such as location and costs, please visit the “Vehicle Maintenance” topic under the "Go Shopping" Argus Tab.
INSTALLATION AND ASSEMBLY OF FURNITURE
When you are approved to order furniture using your PCard, please remember that the Office of Facilities DOES NOT perform furniture installation and assembly or repairs. This means that the purchase of the furniture will also need to include a quote for the installation and assembly. If you are purchasing furniture outside of the local area, a local furniture installer will need to be contacted to provide the installation and assembly service as a separate purchase. If installation and assembly is not obtained through these venues, the installation and assembly will then be performed by the ordering department.
PCARD PROHIBITED: SHUTTLES - TAXIS - TOLLS - PARKING
Because of all the difficulties, frustration and audit findings that many of the PCard Holders and Managers have experienced in trying to get vendors to register online for shuttle services, taxis, tolls, and parking lots, payment of these services with a PCard is now "Prohibited". Payment for these services should be out-of-pocket and documented as a travel expense on your TER for reimbursement. This will save a great deal of frustration for the departmental PCard team and avoid future audit findings.
DELL - CHANGE TO PHONE NUMBER
Please note on the Contract Summary Sheet for Dell, there has been a change to Greg Naylor's phone number.