UF Purchasing Card purchases (external vendor shopping):
1) All P-Card purchases must EITHER be approved by the Business Office OR on an
itemized area budget BEFORE making any purchase. A requisition form must be fully completed and submitted to the Business Office if there is not an itemized budget on file.
Important notice: Any requisitions using lab fees will only be approved once lab fee money is available.You may not spend lab money before you have been notified that you have it available.You will receive notification from this office regarding your available balance as well as when you must have it spent several times throughout the semester.
2) Once the requisition has been approved (unless it is on an approved budget), you will receive back an approval via email stating you can make the purchase on your P-Card.
3) The charge must be made within three weeks after the requisition is approved for all fund sources except for lab fees. Charges using lab fees must be made within one week after the requisition is approved. (See link to LAB FEES for further explanation)
4) After you make the purchase, sign the receipt and make a copy for yourself. Place the itemized original* receipt in one of the provided envelopes with a copy of the approved form from the business office and complete the front of the envelope with as much information as possible. Please only group LAB fee receipts together if the information on the envelope applies to ALL the receipts within. Immediately place the envelope in the box labeled CFA Business Office. Someone from the business office will pick up items in this box three times per week. DO NOT SEND RECEIPTS THROUGH CAMPUS MAIL!
UF Policy states that the P-card will be revoked if it takes longer than 3 days to get the receipt turned in, so it is recommended that you make it simple and turn in the receipts immediately upon purchase.
*IF you feel you may need to return items in the near future, please send us a high quality copy of the receipt. Once you know you will not need the original (end of the semester for example) please send it to us, and mark on the envelope that we have a copy on file.
5) When you receive the items—you do not have to keep or turn in the packing slips but you must verify that your order is complete and if not, let us know.
6) Sometimes the costs of items may change from what is listed on the requisition. If the amount of the change is greater than $50 you must submit an updated requisition with the new pricing. If the change is less than $50 or a decrease in price you may proceed with the purchase.