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 $ 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/ Purchasing: 321/

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. 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

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 – –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: