Florida Tech Procurement Card RULES

Rule 1 The Monthly 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 For available balances, you may contact Purchasing or Bank of America

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. –Flights & Lodging are open ended

Rule 3 Business Only: –NO Personal Purchases allowed. 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 Contact Info: –If your PCard has been compromised, 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 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. If you don’t have a receipt you must fill out the “missing receipt” form available. –This form should also include all the above.

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 by the Purchasing Department. Exemption Cards are available thru Purchasing.

Rule 7 Cash Advances: –The PCard will not work at an ATM. No cash back on purchases or returns. 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. 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) 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 venues on campus or on-line. PCard can be used at Barnes & Noble

Rule 10 PCard Purchases: –Can be done by phone, online, or in store. When ordering by phone and on-line please be sure to include 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. –Keep accurate files with your monthly statements, receipts, and all other pertinent information that would assist in a successful Audit.

REQUIRED (Cont’d) Please Provide Your Signature on the: –Rules Document –Procurement Card Agreement Document ALL Procurement Card Holders must sign & date both above documents. –You can find the above under Help Topics: Procurement Card:

Department PCard 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:

Note: –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.