Florida Tech Procurement Card RULES

CATEGORY GROUPS

FITALLOW: Not to Exceed $1499 (single purchase per transaction) FITAIRLINE: Open Ended FITHOTEL: Open Ended FITCAR: Not to Exceed $1499 (single purchase per transaction) FITMEDICAL: Open Ended (Qualified Department’s Only) FITSPECIAL: Not to exceed $1499 (Qualified Department’s Only)

Rule 1

• – The Billing/Reconciling Cycle: From the 5 th of each month until the 4 th of the following month for posted transactions.

– Each 5 th of the month your credit limit is reinstated • Unused balances will

not

carry over

Rule 2

• – Split Transactions: You cannot have a purchase rung up as more than one transaction per card or with multiple cards as to circumvent the $1499.00 per transaction rule. • You can submit a Purchase Requisition through Purchasing

Rule 3

• – Business Only:

NO

Personal Purchases allowed. • If a personal purchase is made in error, inform your Dept. head and the Purchasing Department immediately so that you may reimburse the University.

Rule 4

• – Contact Info: If your PCard has been compromised or lost or stolen contact Bank of America immediately and the Purchasing Department: • • • BOA 24 hr: 888/449-2273 Purchasing: 321/674-8155 [email protected]

Rule 5

• – Detailed Receipts: Please submit all

detailed

receipts to your Account Manager and/or Reconciler. If you don’t have a receipt you must fill out the “missing receipt” form available online.

• Please include the Vendor name and the breakdown of purchase: description, purpose, attendees, etc.

• • http://www.fit.edu/purchasing-ap/ Detailed receipts should include the breakdown of the purchase. Please add attendees, purpose, etc.

Rule 6

• – Florida State Tax: • Do not pay FST in the State of Florida. Please provide the Vendor with Florida Tech’s Certificate of Exemption number from the card provided to you by the Purchasing Department

Rule 7

• – Cash Advances: The PCard will not work at an ATM. No cash back on purchases or returns.

• Always request that your card be credited

Rule 8

• – – Prohibited Items: Alcoholic Beverages Capital Equipment for a single item of $1500 or more – Computers, Ipads, tablets, smartphones,etc. (regardless of cost).

See “2014 Addendum” .

– These items must be ordered thru Purchase requisition • These items must be tagged and ensure they meet IT specifications and Florida Tech warranty requirements

Rule 8 (Cont’d)

• – Prohibited Items: Chemicals-Hazardous/Radioactive Isotopes/Laser, etc. • These items must be ordered thru Purchase requisition • Hazardous items must be tracked and logged for Safety with Greg Peebles, Director of Environmental & Regulatory Compliance

Rule 8 (cont’d)

• – – – – – – – Prohibited Items: Construction, Remodeling Consultants, Speaker Fees Controlled Substances Donations Fines, Parking Tickets Tuition Live Animals

Rule 9

• – Florida Tech Venues Do not use your PCard at any Florida Tech food venues on campus. • PCard can be used at Barnes & Noble

Rule 10

• – PCard Purchases: Can be done by phone, online, or in store buying.

• When ordering on-line please be sure to ask vendor to put your Name and Department on the package

Rule 11

• – Ordered Items: You may contact the Vendor if an item is delivered damaged, broken, incorrect or does not arrive. • If you have any difficulties you may contact the Purchasing Department for Assistance

Rule 12

• – Disputed Charges: There is a dispute form on the Purchasing website for transactions billed to you in error. • Please fill out the form and fax to BOA and copy Purchasing. Make sure to follow up • http://www.fit.edu/purchasing-ap/

REQUIRED

• – Statement Signature Please be sure to review your charges and sign your monthly Statement.

– Statements must also be signed by your Department Head.

– Please keep good records/files with your Statements and all pertinent information that would assist in a successful Audit.

REQUIRED (Cont’d)

• – – Please Provide Your Signature on the: Procurement Card Rules Document • • • Procurement Card Agreement Document

PCard Holders

must sign & date both above documents.

Reconcilers

that have access to a Department card must sign and date both documents.

Reconcilers

with no access to Dept. Card must sign the Procurement Card Rules Document For more information you can visit our website – – http://www.fit.edu/purchasing-ap/ You can find the above under Help Topics: Procurement

Note:

• – – IMPORTANT Individual and/or Department Cards will be randomly Audited by our Procurement Card Coordinator and/or Florida Tech ’ s Internal Auditor. Violation of these “

rules and uses”

can result in disciplinary action and card privileges revoked. – If you suspect fraud, please contact the Purchasing Department immediately.

Department PCard

• • • Department Cards should have a log out/in sheet with: Date, Name, etc.

Please attach a list of everyone that is authorized to use the Department card to the Department Card log-in/out sheet.

– Please have each Card User sign the “Cardholder Pcard RULES” and the “Card Agreement” and forward originals to Purchasing .

Students are not authorized users

Department PCard

Pg. 2 • Please Inform The Purchasing Dept. immediately when a “Dept. Card User” is no longer with the Company, so that we may request a replacement Dept. Card (to terminate Card Information access). A new application will

NOT

need to be submitted.

• You can use the “Acct. Info. Change Form” on our website: http://www.fit.edu/purchasing-ap/