University Procurement and PCard Guidelines at FSU
Learn about the overview of University procurement processes and the purpose of PCard at FSU. Understand how to obtain a PCard, its security measures, and dos and don'ts to follow. Find essential contacts and resources related to PCard transactions. Stay informed about state and federal laws governing procurement activities.
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Presentation Transcript
Overview of University Procurement What we buy and how we buy it There must be a procurement need and an appropriate method of procurement We are a public University there are state and federal laws, regulations, policies and procedures we must follow
Purpose of PCard streamline the small dollar transactions to non-contract suppliers for FSU related purposes only
PCard Website https://procurement.fsu.edu/ Click on PCard icon
PCard Contacts Email to pcard@fsu.edu. Please do not copy individual PCard team members.
How to obtain a PCard 1. Online requisition entered which is done by the person in your office that orders your supplies. The form is found in SpearMart in the PCard Forms section. 2. Online training with an 80% minimum score on the quiz at the end of the training. To accomplish the required training applicants can enroll in the course for the training and quiz with this URL - https://canvas.fsu.edu/enroll/C34YPB https://canvas.fsu.edu/enroll/C34YPB Training is required every two to three years to be updated.
PCard Security Only the cardholder can make transactions on their card. Wells Fargo does not have your personal information Any questionable transactions you should contact Wells Fargo directly. All transactions should adhere to the expenditure guidelines
PCard Dos and Donts Minimum of TWO proxies always assigned to cards Cardholders are responsible for obtaining detailed receipts No alcohol no matter the budget Never split transactions to avoid PCard limits (2500/7500/10000) Always use a contract supplier on the punchout catalog in SpearMart or a PO. All items must be shipped to an FSU location. (waivers are required for the rare times) No cash transfer apps (Venmo, Cash App)
PCard Dos and Donts cont. Non contractual services for sporadically used suppliers for <$1000 No Travel related expenses (gas only in FSU owned vehicles) No purchasing memberships such as Sam s Software transactions (New, renewal, and additional)
PCard Other Information Differences in T & P Cards Conference Registrations are the only Travel related item that can be done on either card. MCC codes -set my merchant All cards are initially set up to not allow for food (exception is grocery & Wal-Mart) Memberships -
PCard Other Information cont. Billing address for verification is FSU Procurement Services address 282 Champions Way, Univ Ctr Ste A1400, Tallahassee, FL 32306-0001. Amazon should not be purchased on Pcard. Furniture should not be purchased on the PCard. See guidelines (common areas, office and state issued limits on cost.) Additional documentation include with the receipt and send to Proxy. Sales Tax Temporary limits and MCC profile limit changes must have prior approval form DDDh. Budget coding questions should be addressed with the Payment Processing area.
