Frequently Asked Questions
1. What is the best way to route multiple documents for approval?
Whenever possible, requisitions, agreements and other documents related to a purchase that require VP or Presidential approval should be routed as a package instead of sending each document separately for approval. For example, sponsored research exemptions (SRE) require presidential approval, as do requisitions and agreements exceeding $500,000. Departments should create the SRE, agreement, and requisition to be routed to the university president (or other appropriate authority) at the same time.
2. How can I add or update a vendor?
Vendors must fill out a W-9 and provide their contact information. If the W-9 contains a SSN (individuals), please fax it to 407-882-1067 in Finance & Accounting. If the W-9 contains an EIN (corporations), please fax it to 407-823-5551 in Procurement Services.
3. Who do I send invoices to for payment processing?
The Vendor Payables department is in Finance & Accounting, please visit them at https://fa.ucf.edu/wp-content/uploads/sites/2/VP_Who_To_Contact.pdf.
4. Who can help me with my PCard questions?
The PCard department is in Finance & Accounting, please visit them at https://fa.ucf.edu/procurement-card-about.
5. Where can I find insurance, risk management, and workplace safety information?
Visit Environmental Health and Safety at www.ehs.ucf.edu.
6. How do I purchase a vehicle? ATV? Golf Cart? Trailer?
New outlined instructions are in the purchasing manual at Procurement Services Procedure Manual – Section 8F.
Please contact our vehicle buyer listed on the Meet Our Staff page for the State of Florida vehicle contracts listing.
7. I entered the wrong account number on a dispatched purchase order. How can I change it?
The requestor must submit a change order requisition with the correct account code and amount. The requestor should also leave a comment on the requisition identifying which line for the buyer to close after the change order is applied. The reasoning behind the change order is that the requisition was originally approved by the department for a particular chartstring. If we are going to change it, that chartstring should be approved as well via change order. This also avoids encumbrance and year end roll issues.
Please note: Editing is not possible if any payment has been applied to the purchase order.
8. How do I remove receiving from a purchase order or change the line comment?
Receiving – Send an email to the buyer describing the needed change. Editing is not possible if any payment has been applied to the purchase order.
Line Comment – Editing is not possible after the PO has been dispatched. A change order must be submitted with a request that the buyer close the incorrect line.
9. If I don’t want my purchase order sent to the vendor after dispatch, how do I communicate this to the buyer?
In the standard automated process, the PO is dispatched via fax or email to the vendor using the contact information provided upon registration. If you do not want your PO sent to the vendor, insert a header comment in your requisition stating “DO NOT SEND PO TO VENDOR”. The buyer will email the PO to the requestor.
10. I would like my PO dispatched to a specific contact. What is the best way to communicate this to the buyer?
The department should insert a header comment in the requisition with the vendor’s fax or email information and specific instructions.
11. Where can I find a listing of the category codes?
F&A has a listing of categories codes on their website at http://www.fa.ucf.edu.
12. What are the bid and quote limits?
Per UCF policy, departments are permitted to shop around for their own goods and services for purchases less than $75K. To ensure the university is obtaining fair pricing, purchase amounts between $10,000.01 and $35,000.00 require two informal competitive quotations, (i.e. verbal from the vendor), which must be annotated on the requisition. Purchases between $35,000.01 and $75,000.00 require three formal competitive quotations (submitted on the vendor’s letterhead). Purchases exceeding $75K must be formally solicited through Procurement Services via Invitation to Bid or Invitation to Negotiate unless there is a valid exemption to competition. Additional information can be found in the Procurement Services Procedure Manual under Section 3-B.
13. Where do I find a list of contractual signatories?
The Office of the General Counsel provides a list of personnel authorized to sign contracts at http://generalcounsel.ucf.edu/legal-services/. For more information, please visit the policy at http://policies.ucf.edu/documents/2-107.3SignatureAuthorityPolicy.pdf.
14. What is the process to obtain a signature for a contract, agreement, or terms and conditions?
- Before a requisition is created, send the document to General Counsel (GC).
- When GC’s review is completed, they will forward the document to the Procurement Services department for review. Include the name and phone number of a contact person in case there is a question.
- Procurement Services will send a scanned copy of the agreement (with GC and Procurement Services signatures) via email to the requesting department. The department will forward that copy to the vendor for signature.
- Once the agreement has been signed by GC, Procurement Services, and the vendor, the document is considered fully executed. Please send a copy to the Procurement Services department for record keeping.
A fully executed copy of the agreement should be attached to any submitted requisition. For more information, please visit the policy at http://policies.ucf.edu/documents/2-102.2ContractReview.pdf.
15. Are there special instructions for setting up a requisition as a blanket?
To indicate that a requisition is a blanket, add “BLANKET PO” to the line description as well as the start and end dates of the blanket (i.e. “BLANKET PO FOR JULY 1, 2013 THRU JUNE 30, 2014″). Submit your requisition for approval first. Important: Do not direct the supplier to render services before a PO is approved.
16. Procurement Services asked me for an Unauthorized Procurement Action Justification form. What do I do now? How can I avoid this in the future?
What do I do now? Complete and submit the Unauthorized Procurement Action Justification form. It will require VP/Dean approval.
How can I avoid this in the future? A purchase is “unauthorized” if the university is monetarily obligated to pay for something without having an approved purchase order for the purchase ahead of time. Submit requisitions with adequate lead time to allow for all approvals, including approval of the purchase order prior to goods being delivered or services being rendered.
17. The supplier sent us a credit application. How is this handled?
UCF does not fill out credit applications. Please read our Letter of Application for Credit. As per our W-9, UCF maintains business as a “Public Body Corporate.”
Under the Florida State statutes, UCF operates as part of the “Florida College System Institution.”
18. What is needed to process a purchase order for an employee move?
- Prior to the move, complete the Moving Expenses – Request for Approval to Pay form.
- Acquire an estimate from only one of the approved carriers listed in the Guidelines for Moving Expenses.
- Complete a requisition and attach both the mover’s estimate and a fully approved Moving Expenses – Request for Approval to Pay form.
- Allow enough time for the purchase order to be processed prior to the scheduled move.
19. Where can I find information about supplier diversity?
Please see the Diversity in Contracts About the Program page.
20. How can I find a diverse supplier or contractor?
See the UCF Diversity in Contracts Database on our SMWVBE page.
Contact the Diversity in Contracts program manager with information about the goods or services you require. He or she can provide you with a list.
21. When should I use the “Amount Only” checkbox?
As of July 1, 2014, “Amount Only” is the default for all requisitions. Amount Only means that you want to distribute the amount of money in a requisition line by a specific amount rather than quantity. Select the Amount Only check box when:
- You create travel requisitions
- You create a requisition for a blanket purchase order
- Your purchase order needs to be received by amount
You can find detailed instructions on how to make your requisition “Amount Only” in the Addy Notes section, found on the UCF Financials webpage at https://financials.ucf.edu/addy-notes-epro.
22. What is the difference between a Waiver of Competition and a Sole Source? When do they apply?
When competition is not possible, and a UCF department must use a specific vendor, a Waiver of Competition or Sole Source exemption may be granted.
Waiver of Competition: Commodities, contractual and construction services between $10,000.01 and $75,000, available only from a single source.
Sole Source Purchase: Commodities, contractual and construction services exceeding $75,000, available only from a single source.
A Waiver of Competition or Sole Source may only be approved if the item/service is unique to only one particular vendor, cannot be obtained from another supplier, and is the only item/service that satisfies the department’s needs.
Additional information on the requirements for Waivers of Competition and Sole Source purchases can be found in the Procurement Services Procedure Manual.
23. Procurement Services and Finance & Accounting - what's the difference?
Are Procurement Services and Finance & Accounting one and the same? Simply put, no. While both departments are often mistaken for the same entity, each has distinct functions. The following chart clarifies the differences between these two departments.