2018 -2019 Financial Training Module # 2 Purchase Procedures 12715 Pegasus Drive. SU Bldg. 52. Room 215 Orlando, FL 32816 407-823-5548

FAO Allocation Process Submit any promotional item artwork while applying for funding RSO officer(s) attend committee meetings Allocation request read into Senate minutes on Thursday After A&SF Business Office receives the approved FAO allocation, an email will be sent to the requestor along with a Purchase/Service Checklist Complete and submit the Purchase Request Form (PRF) to the A&SF Business Office and consult with an accountant (each vendor requires individual PRF) The PRF may be found on A&SF Business Office website http://asf.sdes.ucf.edu/forms Complete Knight Connect Allocation Request Form & Submit promotional item(s) artwork Attend FAO Committee Meeting Receive Allocation Approval through Knight Connect COME TO A&SF BUSINESS OFFICE TO SEE AN ACCOUNTANT

FAO Senate Bill Process Receive email notification of assigned SGA Senator Meet with SGA Senator RSO officer(s) attend committee meetings Allocation request read into Senate minutes on Thursday Process requires at least three (3) weeks in Senate and up to five (5) weeks for SDES Vice President signature After the bill is signed by SDES Vice President, you will receive an email from SGA Secretary After A&SF Business Office receives the approved FAO Senate Bill, an email will be sent to the requestor along with a Purchasing/Services Checklist (each vendor requires its own PRF) After you receive the email, submit the completed PRF(s) to the A&SF Business Office and consult with an accountant Complete Knight Connect Allocation Request Form Receive email with assigned SGA Senator Meeting with SGA Senator 1st Reading (1 week) 2nd Reading (1 week) 3rd Reading (1 week) Signature of SGA President and Vice President of SDES (5 week) COME TO A&SF BUSINESS OFFICE TO SEE AN ACCOUNTANT

A&SF Business Office After the A&SF Business Office receives verification of the approved FAO allocation, an email and the A&SF Business Office Purchasing/Services Checklist will be sent. The list is only a general reference to assist in gathering needed information and documents. Additional information may be required. Contact A&SF Business Office accountant if there are any questions regarding what information is required for your FAO allocation to be processed.

Purchase Request Form (PRF) Contact potential vendor(s) (DO NOT pay, commit, and/or obligate UCF to pay). Determine the vendor’s preferred method of payment (credit card or check). If the vendor prefers a credit card payment, ask if there will be a surcharge or processing fee for this method of payment. The surcharge or processing fee will be included in what is processed against your allocation. Check the Vendor Listing on A&SF Business Office website to determine if the chosen vendor is active in PeopleSoft system. If the vendor is not indicated on the current listing, ask the vendor to complete a W-9 form (available on the A&SF Business Office Website). Follow A&SF Business Office requirement regarding multiple quotes. Requests of $10,000 - $25,000 require quotes from two (2) different vendors Requests greater than $25,000 requires quotes from three (3) different vendors Complete PRF(s) and attach quote(s) and/or any pertinent information that will assist with processing.

Purchase Request Form (PRF) (cont.) Each vendor requires a separate PRF. Submit PRF(s) to A&SF Business Office Front Desk (SU 215). Completed forms must be submitted at least ten (10) business days prior to the date that the payment is needed or event date, whichever occurs first.  All contracts will require prior approval from UCF General Counsel and Procurement Services. Please allow a minimum of three (3) weeks for this process. DO NOT sign any contracts, they must be signed by an authorized University officer. After the purchases are delivered to the A&SF Business Office, the accountant will contact the PRF initiator to pickup the item(s).

Purchase Request Form (PRF) For Example: FAO45-22 or SB44-100 (This # will be listed on the original allocation or Bill) PRF Initiator MUST be a financially trained, authorized officer Please complete a W-9 Form (found on A&SF Website) for any new vendor Indicate Event Date or N/A if there is no specific date that item is needed Only Financially Trained Authorized Officers who are registered with OSI can sign in 1 or 2 IMPORTANT: ATTACH ALL ADDITIONAL DOCUMENTATION AND PAPERWORK

Promotional Items All promotional material must be approved through the FAO Committee during the funding request and prior to being purchased or processed by the A&SF Business Office accountant. The conspicuous, clear, present, and visible inclusion of either the SGA logo, supplied by Student Government, or the text “Funded by SGA” must be on any and all promotional material and approved by the FAO Committee. Refer to Title VIII: The Finance Code 800.15 for further details. Promotional Material Approval Forms can be found on at https://ucf.collegiatelink.net After FAO has approved the promotional material and the A&SF Business Office has received the approved form, processing can begin.

Things to Remember Plan ahead. Expenditures requiring a contract need additional processing time. Contracts must be approved at least three (3) weeks prior to the date of the event or initial payment due date. Consult an A&SF Business Office accountant. DO NOT purchase any items unless instructed by the accountant as we do not offer reimbursements. Title VIII: The Finance Code stipulates that failure to comply with the policies of the Activity & Service Fee Business Office and or Student Government may result in the financial authorization privileges of an individual or group of individuals being suspended. Make sure to review reversion policies and sanctions if you fail to spend your money by your reversion date

Things to Remember (cont.) A&SF Business Office requires written quotes from two (2) different vendors when requesting $10,000 - $25,000. Quotes from three (3) different vendors are required for requests greater than $25,000. Students do not have the authority to sign a contract and/or obligate the University. IMPORTANT: There will be no reimbursement for items purchased prior to receiving approval from the A&SF Business Office.