NEW PROCESS FOR REGISTERING PCARD VENDORS AND STUDENT VENDORS

Procurement and Contracts (P&C) is very pleased to announce the launch of a brand new "PCard and Student Vendor Registration" web page for registering PCard and Student Vendors Only. This new, more efficient and friendlier process replaced the old "Internal Vendor Registration" process.

Extensive research was performed on the Florida SUS and JP Morgan Bank regarding improving and making the PCard process more efficient and customer friendly. As a result, the development of a new process has been established and made possible through ITS’s programming of the new UWF "PCard Vendor Registration" web page for entering PCard Vendors only.

This new process for registering PCard Vendors will also allow gasoline (for state and rental vehicles), parking lots, taxis, shuttles and tolls to be paid with a PCard, thereby restoring the convenience of using a PCard. For the new process to be successful, very basic information (Cardholder Name, Transaction Amount, Transaction Date, Vendor Name, and Vendor Email Address) is required from the PCard-holder in a prompt and timely manner. P&C requires 72 hours for the PCard Vendor to be processed into Banner, so please plan ahead to ensure the PCard Vendor is in Banner for the prompt approval of PCard charges. P&C requests patience since these additional vendor registration responsibilities are being taken on.

We hope this new process to be well received, since PCard-holders will no longer be required to spend their time and effort trying to get the vendor to register; obtain the vendor's W9; or Tax ID Number. 

Foreign Vendors will still be required to supply the applicable W-8 Form to UWF. When entering a foreign PCard Vendor on the new registration page, be sure to include their email address in order to generate an automatic email requesting their W-8 Form. If an email address for the foreign vendor is not entered, it is the responsibility of the PCard- holder or Account/Business Manager to contact that foreign PCard Vendor and request they submit the applicable W-8 Form to UWF.

Purchase Order (PO) and Direct Pay Vendors must still register at the External Vendor Registration web page due to IRS requirements and CANNOT be registered at the PCard and Student Vendor Registration web page.

Student Vendors: UWF Students are considered vendors when they will receive payment from UWF for travel reimbursement, prizes, etc. The only information needed for entering a Student Vendor is their name and/or their UWF ID Number (9 digits beginning with 97). Their address, etc. will be automatically defaulted in the required fields.

Additional PCard Approval Information: An email with the PCard-holder's approval along with the PCard receipt attached or in the body of the email is sufficient and will not require the Cardholder's physical signature.


GASOLINE NOW ALLOWED ON PCARD FOR RENTAL AND STATE VEHICLES ONLY

The PCard can now be used to purchase gasoline ONLY for rental and state vehicles when traveling for UWF.  Gasoline for personal vehicles will not be part of this new procedure and will be reimbursed through a TAR mileage allotment. The gasoline purchase will require some additional steps for it to be considered authorized and compliant with the requirements. If this information is not provided, P&C or Internal Auditing will contact the user department for these steps to be completed. Please refer to the PCard Reference Guide On-Line for more detailed information.

The PCard approval process for gasoline will require specific attention as follows:

• Key in either Commodity Code 00040517 and Account Code 70501 (In-State) OR Commodity Code 00040519 and Account Code 71051 (Out of State).
• After the charge has been approved AND it has posted to the ledger
  • an email notification with a link will be sent the next morning.
• Click on the link in that email.
• The link is to a specific page with a blank field for the TAR Number or the State Vehicle Number.
• Type the TAR Number or the State Vehicle Number in the field provided.
• Click on the "Submit Button".
• Ensure that the screen does not show any gas charges.
• The gas charge is now authorized.

NEW UWF/UPS SHIPPING PROCEDURES: UWF/UPSWEB SITE WITH CONTRACT PRICING

UWF now has a new shipping procedure for UPS plus a UPS drop box located on campus in front of the UWF water tower across the street from the UWF Welcome Center.  

The UWF/UPS designated web site provides significant savings using Florida State Contract pricing.  The UWF/UPS master account has been cancelled and instead each department will have their own individual UPS account on the UPS website.  Mailing charges will be billed on a monthly basis and paid by Accounts Payable per a designated fund. 

To obtain a departmental UPS account, send an email to jteschel@ups.com with "UWF/UPS Account" typed in the subject line. Provide the following information in the email:

• Full Name
• Department Name
• Email Address
• Phone Number

Soon thereafter, UPS will send an email providing the web site set up instructions for the UWF/UPS account.  All UPS supplies can be ordered on the web site and those supplies will be delivered directly to the department.

It is recommended that a personal UPS account NOT be used to mail UWF packages because the significantly discounted Florida State Contract rates available on the UWF/UPS web site would NOT be applied.

The below links are also located on the UWF Argus “GO Shopping” tab under the category “Mail and Freight Services”:

UPS Quick Start Guide
Domestic Rate Chart
Worldwide Rate Chart
UWF/UPS Web Site

 

PCARD FORMS NOW IN ROUTE IT

P&C is excited to announce an enhancement to the UWF PCard Program beginning May 17, 2010. All PCard Special Limit Increases, Temporary/Permanent Override Requests, and Merchant Category Code (MCC) Requests will now be submitted using the online Route IT System. Please do not submit email or hard copy requests. The Route IT System will be a more efficient method to process the necessary requests, while providing online information and emails regarding the status of requests.

Special acknowledgement and thanks to Barbara Hecht for her IT development.

Subject to demand, P&C may offer a "PCard Special Limit Increase/Temporary Override Request/MCC Request" training session for those interested. If interested in a training session pertaining to the Route IT process, please contact Eric Engelmeyer, PCard Program Administrator at eengelmeyer@uwf.edu.

USE UWF CONTRACTS WHEN SHOPPING WITH PCARD

This is to remind all PCard-holders that when using a PCard you are acting as a Buyer for UWF. Check the "Go Shopping" tab FIRST before purchasing from a non-contractual vendor. If an item is not available from a contract vendor or costs more than what is available on any of the contracts, you MUST document your search and show your due diligence before purchasing from the non-contractual vendor. This is also noted in the PCard Reference Guide under "Guidelines for Purchasing".

Special Note - Ordering Office Supplies: The Auditor General has requested that evidence be provided in the PCard files (charge approval backup documentation) indicating the Cardholder went to Office Depot (web site) and performed a search query to show the item(s) purchased from a non-contractual vendor was not available from Office Depot OR cost less than the Office Depot item(s).

The following is stated in the PCard Reference Guide and made a part of the requirements for properly using the PCard:

1. The “Go Shopping” Tab in Argus should always be referenced to view the contracts and obtain competitive discount pricing.
2. UWF has a contract with Office Depot for the purchase of office supplies. If you use another vendor, you must provide documentation demonstrating that the item(s) purchased was either:
   • a lower price than Office Depot, or
   • not available from Office Depot.

 

FLORIDA FINANCIAL DISCLOSURE FORM MUST BE FILED

Anyone whose PCard permanent single swipe limit is in excess of $20,000 must file a State of Florida Financial Disclosure form with the State Commission on Ethics. Contact Kay Larson, OHR, for your name to be included on the annual disclosure list. Here are the particular citations:
http://www.ethics.state.fl.us/ ,Florida Statute 112.3145 (3)(b)(5) , Florida Statute 287.017

ACHIEVEMENT OF EXCELLENCE AWARD

Procurement and Contracts has just been awarded the 9th consecutive prestigious National Achievement of Excellence in Procurement Award.