Section 9. Purchasing

Definition of a Purchase

Purchasing involves the acquisition by the contracting (i.e., renting, leasing, installment sales, or outright purchase) of equipment, furnishings, supplies, construction, services, and lease of space for the University. All such contracts shall be in writing.

Procurement Services Department

Procurement and Contracts prepares budget estimates; prepares bid specifications; initiates formal quotations, proposals and bids; conducts public bid openings; evaluates bids; and awards and administrates all purchase contracts until final completion or termination.

Unless otherwise stated, Procurement Services is the only University of West Florida department authorized to commit funds for the acquisition of commodities or services and is the initial point of contact for service contracts and agreements.

• Procurement and Contracts (850) 474-2625

Requisition Procedures

On-line Requisitions

The preparer must have Banner access and requisition training before being able to access the actual forms.

Log into the Argus portal with your ID and password. Click on the IT Help tab and type “requisition” in the search field of the Knowledge Base. This will bring up several links for instructions to the various steps in the on-line requisition process. Including a Quick Reference Guide Enter On-line Requisitions, Requisition Approvers Guide, and How to Delete an Incomplete Requisition.

Before entering information in the on-line requisition be sure to:

1. Check available budget https://nautical.uwf.edu/utility/bannerreports/SponsoredRes/GrantLTD_Alt/dsp_GITD.cfm
2. Verify vendor is in Banner
3. Find the correct commodity code

COMMODITY CODE: Click on link to the left to go to the list of Commodity/Account Codes Report on Crews Control (Administrative/Banner Reports Menu/Commodity Code Listing) from which to choose.  If you cannot find one that accurately reflects what you are buying, contact Candace Perez, Ext. 2630 for help.  When using commodity codes with grant accounts, place a "G" in front of whatever expenditure code the Commodity Code provides.  This ensures that the expenditure will match where the budget has been placed for your grant.

For more purchasing information, please refer to the Procurement and Contracts website.

Sponsored Research Exemption

The sponsored research exemption gives the RSP the authority to exempt from the bidding procedure any purchase made with research funds which would provide for the more efficient and expeditious management of a research project. The PI should adhere to the following procedures which can be found online at
http://research.uwf.edu/PDM/forms/SR-PEX.xls:

The Request for Sponsored Research Purchasing Exemption form provides the details on the rationale and conditions for approval of an exemption to the University’s usual purchasing policy for goods and services dictated by the requirements of a sponsored research project. The University Policy for Sponsored Research Purchasing Exemption is available on the President’s Web page under Polices and Procedures, UWF Policies, and Sponsored Research Purchasing Exemption.

The exemption is authorized by the FS 1004.22 (and formerly by Chancellor’s Memorandum (CM-D-15.01-02/99). Please review these documents prior to completing your request.

Conditions that Support a Sponsored Research Purchasing Exemption include:

1. A certain vendor is specified as a prime contract or grant award.
2. A certain vendor is specified by the prime contractor or granting agency in accordance with the provisions of the prime contract or grant award.
3. The purchase of specific goods or services from a certain vendor can be demonstrated to be more efficient or expeditious based on compatibility, availability, or the current capabilities of the principal investigator and staff.
4. The purchase of specific goods or services from a certain vendor can be demonstrated to be necessary to meet time requirements of the prime contract or grant award.
5. The purchase of specific goods or services from a certain vendor can be demonstrated to be mandated by scientific or technical requirements.
6. The purchase of specific goods or services from a certain vendor can be demonstrated to be at a cost below industry norms.
7. The prime contract, grant award, or subcontract contains a confidentiality clause requiring the research materials to be exempt from public scrutiny, or if it is determined that, pursuant to Subsection 1004.22, Florida Statutes, the research activity necessitates an exemption from public scrutiny.
8. For non-state of Florida personnel, the allowances for travel expenses in accordance with the provisions of the prime contract or grant award and the allowances for travel expenses established by the subcontractor's written policy are greater than the allowances provided by the State of Florida. (A copy of the subcontractor's written travel procedures shall be made a permanent part of the documentation contained in each university's Research & Sponsored Programs Office contract file.)
9. The level of detail and documentation for reporting and payment required by the prime contractor or granting agency in the provisions of the prime contract or grant award (or approved in writing by the sponsor) is less than that required by the State of Florida.
10. The subcontractor or vendor requests an advance payment and it can be demonstrated that the advance payment is necessary to fund extensive start-up costs, realize discounts or cost savings, or create adequate cash flow in order to provide required goods or services. The university shall retain the documentation justifying advance payments in the Research & Sponsored Programs Office contract file and implement appropriate procedures to ensure that goods and services are received as required.
11. Other conditions which can be demonstrated to meet the statutory criteria necessary for the efficient or expeditious prosecution of a research project. The specific condition must be fully explained in the exemption certification.

The request for approval of a Sponsored Research Purchasing Exemption requires the endorsement of the usual signature authorization chain (chair/director, dean/vice president) and the Director of Research & Sponsored Programs. Upon receipt of the request, RSP will prepare the recommendation for consideration by the University Counsel and the President. All approvals must be completed prior to the issuance of any purchase order, contract, or commitment. For additional information, please contact Carol Rafalski at (850) 474-2825 or Theresa Byrd at (850) 474-2827.

P-Card Usage

First and foremost, the PI is responsible to verify that ALL P-Card purchases have been appropriately coded and approved prior to the purchase as required under OMB guidelines Circular A-21 Cost Principles for Educational Institutions, for purchasing using grant funds. Click here for the University of West Florida procedures for using P-Cards. 

It is especially important for the PI to monitor P-card purchase approvals during the first 30 days after the end of the project to ensure that encumbrances are posted promptly in order to generate the final expenditure reports.

The following table outlines the Prohibited & Restricted P-Card items. See pages 7-8 of the P-Card University Policy and Reference Guide for the updated list.

PROHIBITED & RESTRICTED ITEMS

All Cardholders and Account and Business Managers shall adhere to the following guidance:

An expenditure of state funds must be authorized by law, and the expenditure must meet the intent and spirit of the law authorizing the payment. All applicable statutes and UWF Rules, Policies and Procedures apply not only to purchases made on the PCard, but to any purchases made using institutional funds. Requirements provided in the University of West Florida PCard Program Cardholder and Account and Business Manager Reference Guide (also referred to as “Reference Guide”) must be complied with. *State funds cannot be expended for personal purchases of employees or others or to make unauthorized purchases, as listed below, regardless of any intent to repay.

The items below may be prohibited purchases or may only be purchased after meeting special conditions, if any. For purchases where special conditions are provided, Cardholders must attach the necessary written approval and documentation to the receipt for audit purposes.
 

ITEM	PROHIBITIONS/SPECIAL CONDITIONS
Capital Equipment (exceeding $999)-OCO	Prohibited. No Exception. May not purchase with the P-Card.
Computer Equipment (exceeding $999)-OCO	Prohibited. No Exception. May not purchase with the P-Card.
Gasoline/Fuel/Oils	Prohibited for fuels purchased for rented vehicles or non-University owned vehicles (Avis, Hertz, etc.) Can only be purchased with PCard when gas is for State Vehicles or for Facilities Maintenance.
*Congratulatory & Condolences Telegrams, Greeting Cards & Flowers	Prohibited. No Exception.
*Decorative Items (Globe, Statues, Potted Plants, Picture Frames, etc.)	Prohibited. No Exception.
*Cash, Money Orders, or Brokers	Prohibited. No Exception.
UWF Cashier’s Office	Prohibited. No Exception. May not purchase with the PCard
Furniture	Allowed only for an item under $1000. PC Agents must give prior written approval.
*T-Shirts, Promotional Items, Gifts	Can only be purchase if Student Fees and specified Grant Account monies are available. (Attach Grant page to receipt).
*Food, Banquets, Pastries, Refreshments	Can only be purchased if Student Fees and specified Grant monies are available. (Attach Grant page to receipt).
*Entertainment, Field Trips	Can only be purchased if Student Fees and specified Grant monies are available. (Attach Grant page to receipt).
*Awards, Plaques, and Document Frames	Can only be purchased if OHR Award Funds, Student Fees, or specified Grant monies are available. (Attach Grant page to receipt).
*Other	Other restricted items (such as barbershop charges, lottery tickets) are blocked and your purchase should be denied automatically.
*Heaters, Fans, Appliances	Must receive prior written approval from Facilities Services