WELCOME TO A GREAT 2010
We hope everyone had a wonderful holiday and have their goals written for this great new year of 2010. It is very important to have specific goals written so that your thoughts can be focused on the accomplishment of those goals throughout the year. Be sure your main goal is written in concise, specific language and read it every morning and every evening. Carry it around with you on a small card and read it throughout the day. Be sure that your goal is something you really want so when you read it or think about it, attach the emotion that you will have when it is accomplished. Always stay focused on your goal no matter what is happening around you. The changes in your life are the paradigm shifts occurring due to your new thoughts and new focus.Think about what you really want with your deep and profound gratitude and emotion. Create the life you really want to live. Believe in yourself and know that you have the power within to make your life what you really want. Remember that your thoughts create your life. Think abundance and greatness because you deserve it. Have a wonderful, successful, happy, healthy new year as you create one of the best years of your life.

NEW RESOLUTION: PCARD APPROVED BEFORE AUTOPOST
In starting out the new year, incorporate a new resolution that PCard charges will be approved before the autopost date to meet the requirements of using the PCard. Make this a priority for your department to avoid audit findings and avoid being included in the annual State Audit Report. To avoid an audit finding, please approve in advance any charges that would auto post on an upcoming weekend or holiday. Doing your best will make your department shine and make you feel good to know you are a part of that.

Two courtesy email reminders are sent to the Cardholder, Account Manager and Business Manager to assist with approving PCard charges. The first email is sent ten days prior to the auto post date; and, the second is sent one day prior to the auto post date. The second reminder email may be received on weekends, scheduled leaves 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.

REQUISTION FACTS TO ENSURE EFFICIENCY
We have several suggestions that will improve efficiency in the processing of Requisitions into Purchase Orders. Due to the many emails that are sent to our office, and in order for the Buyers to quickly locate the appropriate email that relates to your requisition it is important that the following steps are followed:

• send backup documentation for the Requisition ONLY to the Procurement and Contracts (P&C) email address (procurement@uwf.edu) rather than sending the email to a Buyer or Buyers;
• type the Requisition number in the subject line of your email so that it can be easily located among the large quantity of emails in our In Box.
  

HELP! COMPUTER PURCHASES
We need your help to correctly process computer Requisitions. When sending the computer quote for IT Help Desk approval, insert the Quote Number or Requisiton Number in the subject line of the email to IT. This provides a paper trail to confirm IT has approved the specified purchase. Without the Quote or Requisition Number, we are unable to relate the confirmation with the Requisition and therefore are unable to confirm approval by IT. Without IT's approval, the Requisition cannot be processed into a Purchase Order. This will help expedite your order. Be sure to also visit "How to Buy a Computer" located on the Go Shopping Tab. This page provides the steps to process your order and view UWF's minimum standards.

BE EMPOWERED - WHERE TO GO TO FIND INFORMATION
We have numerous places to search and find important Procurement and Contracts (P&C) information right at your fingertips.

Argus Go Shopping Tab

• Direct links to the most popular and needed information are located at the top of the page: Banner Vendor Search, Internal On-Line Vendor Registration, Minority Vendor Locator, Vendor Search by Commodity.
• The Go Shopping Tab includes contracts that are in place to obtain special pricing.
• Direct links to vendor web sites with contract pricing and account set up (i.e. Office Depot) are listed on the Go Shopping Tab also.

P&C Internal Web Site (http://uwf.edu/procurement/internal)

• Internal On-Line Vendor Registration for student and urgent registrations
• Forms - Procedures and Instructions
• PCard Reference Guide

Argus Directory Tab - All forms and links to valuable information

PCard Reference Guide

• Located on Procurement and Contract's Internal Web Site
• Sections listed in alphabetical order for easy reference
• Topics include: On-Line Training, Prohibited and Restricted Items, Tax Exempt Certificate, OCO Purchases

Route IT

• PCard Applications and Agreements are entered, routed for approval, and processed.
• SOON TO BE IMPLEMENTED: PCard temporary overrides and special limit increases.

 

FUTURE ANNOUNCEMENTS - LOOKING AHEAD
Vehicle Maintenance - A formal solicitation for vehicle maintenance will soon be awarded. The awarded vendor, location, services and perks will be announced for usage by those who use and own UWF vehicles. Be on the lookout for the announcement.
PCard Increases - Temporary increases and special limit increases will soon be available on Route It. Therefore, temporary and special limit increases will all be submitted through the Route It system instead of emails and hard copy submittals. Be on the lookout for the announcement.

WOULD YOU LIKE AN ON-SITE PCARD VISIT?
In an effort to reach out and help your department avoid any unclassified charges, audit findings, processing of Journal Entries (JE's) and the possibility of your PCard privileges being affected, Procurement and Contracts (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.

Listed below 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 (ten-day and one-day email reminders before the charge autoposts);
• Vendor not registered in Banner before a purchase is made;
• Three required fields are not completed and/or updated before the autopost date (see Online PCard Reference Guide for details):
  • Vendor's Banner ID
  • Commodity Code
  • Account Code
• Not referencing PCard Reports located in Information Navigator;
• 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!