Florida Tech
Procurement Card
RULES
Rule 1
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The Monthly Billing/Reconciling Cycle:
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From the 5th of each month until the 4th of
the following month for posted transactions.
Each 5th of the month your credit limit is
reinstated.
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Unused balances will not carry over
For available balances, you may contact
Purchasing or Bank of America
Rule 2
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Split Transactions:
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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.
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You can submit a Purchase Requisition through
Purchasing.
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Flights & Lodging are open ended
Rule 3
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Business Only:
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NO Personal Purchases allowed.
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If a personal purchase is made in error, inform
your Department Head and the Purchasing
Department immediately so that you may
reimburse the University.
Rule 4
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Contact Info:
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If your PCard has been compromised, lost
or stolen contact Bank of America
immediately and the Purchasing
Department:
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BOA 24 hr: 888/449-2273
Purchasing: 321/674-8155
http://www.fit.edu/purchasing-ap/
Rule 5
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Detailed Receipts:
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Please submit all detailed receipts to your
Reconciler/Account Manager promptly.
Charges for monthly billing cycle must be
reconciled by a specific due date.
Detailed receipts should include the breakdown
of the purchase. Please add notes to receipts
such as attendees, purpose, etc.
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If you don’t have a receipt you must fill out the
“missing receipt” form available.
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This form should also include all the above.
http://www.fit.edu/purchasing-ap/
Rule 6
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Florida State Tax:
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Do not pay FST in the State of Florida.
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Please provide the Vendor with Florida Tech’s
Certificate of Exemption number from the card
provided by the Purchasing Department.
Exemption Cards are available thru Purchasing.
Rule 7
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Cash Advances:
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The PCard will not work at an ATM. No
cash back on purchases or returns.
•
Request that your card be credited.
Rule 8
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Prohibited Items:
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Alcoholic Beverages
Capital Equipment for a single item of
$1500 or more
Computers, Ipads, tablets, smartphones,
etc. (regardless of cost). See “2014 Addendum”.
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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)
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Prohibited Items:
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Chemicals-Hazardous/Radioactive
Isotopes/Laser, etc.
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Hazardous items must be tracked and logged for
Safety with Greg Peebles, Director of
Environmental & Regulatory Compliance.
These items must be ordered thru Purchase
requisition.
Rule 8 (cont’d)
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Prohibited Items:
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Construction, Remodeling
Consultants, Speaker Fees
Controlled Substances
Donations
Fines, Parking Tickets
Tuition
Live Animals
Rule 9
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Florida Tech Venues
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Do not use your PCard at any Florida Tech
venues on campus or on-line.
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PCard can be used at Barnes & Noble
Rule 10
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PCard Purchases:
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Can be done by phone, online, or in store.
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When ordering by phone and on-line please be
sure to include your Name and Department on
the package.
Rule 11
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Ordered Items:
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You may contact the Vendor if an item is
delivered damaged, broken, incorrect or
does not arrive.
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If you have any difficulties you may contact the
Purchasing Department for Assistance.
Rule 12
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Disputed Charges:
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There is a dispute form on the Purchasing
website for transactions billed to you in
error.
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Please fill out the form and fax to BOA and copy
Purchasing. Make sure to follow up.
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http://www.fit.edu/purchasing-ap/
REQUIRED
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Statement Signature
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Please be sure to review your charges and
sign your monthly Statement.
Statements must also be signed by your
Department Head.
Keep accurate files with your monthly
statements, receipts, and all other pertinent
information that would assist in a successful
Audit.
REQUIRED (Cont’d)
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Please Provide Your Signature on the:
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Rules Document
Procurement Card Agreement Document
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ALL Procurement Card Holders must sign &
date both above documents.
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You can find the above under Help Topics: Procurement
Card: http://www.fit.edu/purchasing-ap/
Department PCard
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Each Department should keep an updated list
of everyone that is authorized to use the
Department Card.
• Department Cards should have a log-out/in
sheet with: Date, Name, etc.
• Department Card Users (that don’t have an
Individual card) must sign the “Cardholder
Pcard RULES” and the “Card Agreement Form”
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 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/
Note:
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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” can result in
disciplinary action and card privileges
revoked.
If you suspect fraud, or have questions or
concerns, please contact the Purchasing
Department.