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
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The 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
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.
•
You can submit a Purchase Requisition through
Purchasing
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 Dept. 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 or 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
Purchasing@fit.edu
Rule 5
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Detailed Receipts:
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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.
•
•
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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
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Florida State Tax:
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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
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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.
•
Always 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”.
These items must be ordered thru Purchase
requisition
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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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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)
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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.
•
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
buying.
•
When ordering on-line please be sure to ask
vendor to put 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.
•
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
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.
Please keep good records/files with your
Statements and all 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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Procurement Card Rules Document
Procurement Card Agreement Document
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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
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For more information you can visit our website
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http://www.fit.edu/purchasing-ap/
You can find the above under Help Topics: Procurement
Note:
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IMPORTANT
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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 and uses” can
result in disciplinary action and card
privileges revoked.
If you suspect fraud, please contact the
Purchasing Department immediately.
Department PCard
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Department Cards should have a logout/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/