Department of Pathology Fiscal Office
|
Brian Shaffer, Sr. Accountant |
|
Betty Douglas, Program Assistant
Email: douglas@pathology.ufl.edu |
John Henderson, Sr. Fiscal Assistant
Email: jhenderson@pathology.ufl.edu |
Campus Address: |
Physical Address: |
Purchasing
P-Cards
Template for Label:
P-Card Holder:_________________ |
Dept.:_______________________ |
P-card Forms & Info:
www.purchasing.ufl.edu
Frequently Asked Questions:
- What is the University of Florida Federal Tax ID Number? Federal Tax ID # 59-6002052
- Where can I find the UF Tax Exempt Certificate? Tax Exempt Certificate
- How long does it take to get a PCard? 8 - 10 working days after all of the appropriate applications and training have been processed, if you have not received an email notifying you that your card is ready for pickup, email PCard@ufl.edu to inquire.
- How often is online training required? We recommend that Cardholders take the training annually, however, there are several situations the require the training and test(s) be taken again:
- If you are changing departments
- If you have a name change
- Any reason you would have to file an "Update" to your current PCard Application
- What is my "Bill To" address?
- Line 1 - 109 Elmore Hall
- Line 2 - P.O. Box 115250
- Line 3 - Gainesville, Fl. 32611-5250
PCard telephone number is 352-392-1331
If this does not work, please contact PCard@ufl.edu or 392-1331 for more information.
- How long does it take to see my charges in PeopleSoft? Three to five working days from the time the card is swiped - depending on the vendor and it's location (local, out of state, foreign, etc.)
- How do I dispute a charge? Please refer to the following PCard web site page - Disputes with a vendor
- What is a sufficient description for a PCard transaction? The best description for a PCard transaction gives as much detail as possible as to the exact description of the purchase and it's direct business purpose to the department purchasing it if it is not obvious - if there is not enough room in the "Description" field, please enter "See Comments" and use the Comments link in the lower portion of the Statement screen for more space to provide an adequate description of the purchase.
- What is Splitting a transaction? Splitting a transaction occurs when a Cardholder or a Vendor intentionally splits a charge into two or more transactions in order to circumvent the Cardholder's Single Transaction Limit. Actions such as this are considered misuse of the PCard and can lead to suspension or revocation of PCard privileges. If you need to make a purchase over your Single Transaction Limit please request a Purchase Order and if the vendor will not accept a PO, email PCard@ufl.edu for assistance.
- How long do I have to approve PCard charges? The University's policy is that all PCard transactions are to be approved in 8 calendar days or less.
- What is my daily PCard spending limit? There is no "daily limit" for spending on your PCard, however each transaction must be less than your Single Transaction Limit amount.
- Do I have to buy from a Contract Vendor? It is the preferred method to purchase commodities using a State or University Contract Vendor, however if you find the item you need at a lower price or it is not available through a contract vendor then the purchase will be allowed. Backup documentation verifying price comparison/product availability should be maintained with the PCard backup.
- What should my single and monthly transaction limits be? Limits are established by your
Dean, Director or Department Chair on your Cardholder Profile. The maximum single transaction
limit allowed is $2,000.00, however, we recommend your department select a single transaction
limit appropriate for the cardholder's purchasing needs. The maximum monthly transaction limit
allowed is $25,000.00, again, we recommend your department select a monthly transaction limit
appropriate for the cardholder's purchasing needs.
Pcard Replacement Form
- Click here to download.
General Purchasing:
All orders should be submitted in writing using the department order form. Purchases with specific quoted pricing need to have a copy of the quote attached (electronically preferred) with the requested order. Equipment and software purchases of $50,000 or greater require multiple quotes. If available only from a single source, the purchase may be exempted from the bid requirements, however a Sole Source form must be completed and submitted to the Fiscal Office.
- Click here to download the SOLE SOURCE CERTIFICATION.
Helpful Purchasing Tips:
www.purchasing.ufl.edu/main_hints
University of Florida Contracts:
www.purchasing.ufl.edu/main_ufprices
When purchasing a refrigerator or freezer, please include a list of the items to be stored in the fridge or freezer on the order form as they require approval from EH&S.
Travel:
Reimbursement for attendance at conferences or conventions require a Travel Authorization be prepared in advance. Once the trip has been completed, an Expense Report should be prepared and submitted. (Always pull the TA in when preparing the Expense Report so that it does not stay encumbered).
The Travel Request form should always be done first and submitted to the Fiscal Office. If this form is not done, the travel will not be approved.
- Travel Directives and Procedures
- Travel Brochure
- Training Workshops - Domestic and Foreign Travel
- UF Bridges Travel and Expense - Information about the Travel and Expense module in myUFL
- Foreign per Diem Rates
- Mileage Table - from Gainesville and Selected Cities
- Rental Vehicle Contract: Procedures & Information
- Rental Vehicle Contract: State Agreement
- Avis Rent-a-Car Homepage - state contract vendor