The COPH Administrative Support team works closely with our faculty and staff to aid in the process of purchasing goods and services. As part of the day to day operations of the Administrative Support team, we offer the following services to the College of Public Health community:
- Expertise & assistance in reviewing USF and State of Florida purchasing guidelines
- Managing the USF purchase order process
- Entry of purchase orders into FAST
- Receipt of goods & services in FAST
- Working with vendors on the purchasing process
- Working with USF Accounts Payable and vendors to resolve payment issues
The goal of the Administrative Support Services team is to review and process requests to purchase goods or services within 24 hours of receipt by COPH administrative staff. For purchases that are of significant dollar values and/or raise questions related to allowability or allocability on a grant account, additional time may be needed to review and process the request.
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Forms
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FAQ's
- What is a PCard?
The USF PCard is a University of South Florida VISA credit card issued by Bank of America.
- Who is eligible to have a PCard?
PCards are for USF staff, faculty, graduate assistants and OPS to purchase allowable items and/or travel for official University business. PCards cannot be issued to students. PCards are issued to individual USF employees as approved by their Dean, Director or Department Chair.
- How do I apply for a PCard?
To get a PCard you have to pass a test. The test is available on-line, and you can take it as many times as you want.
- Who is my reconciler?
Sandy Miller or Faye Maciaszek
- What do I have to do when I make a charge?
A PCard works just like a regular credit card. It's fast and easy, no waiting for a purchase order number. Vendors are paid more quickly. There is still paperwork PCard participants have to maintain.
- What happens if I lose my receipt?
Contact the merchant and request a duplicate. Remember, receipts are required for monthly reconciliation. PCard privileges can be suspended or revoked if receipts are not available.
- Who do I contact if I have a question about a potential PCard charge?
Sandy Miller or Faye Maciaszek
- I want to buy something. How do I go about it?
* Complete a COPH PO Form and have it signed by the accountable officer for that account.
* Submit the form to COPH Purchasing
* The purchase order request will be forwarded to your account rep, who will check to make sure funds are available and that the item is an allowable charge if grant related.
* After all approvals are met the item to be purchased will be entered into the FAST accounting system.
- How long does it take to get a purchase order processed?
- Certain factors determine the length of time it takes to actually receive a PO number. Several days is the normal wait period, however, it can take longer if there are budget issues or additional backup is required by the Purchasing Department.
- What is a Limited Purchase Order (LPO) and when do we use it?
- LPOs will be automatically processed when the following conditions are met:
- The total amount of the requisition is $999.99 or less
- The item category selected is approved for an LPO purchase Most supply and repair categories are LPO eligible. Equipment, services, maintenance agreements, personal items, decorative items and food categories are not LPO eligible.
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Supplies, equipment, materials, and the following are considered commodities:
Lease of Space -- The leasing of off-campus storage or office space requires that a Requisition to Purchase through PRS be submitted to Purchasing a minimum of three months prior to the requested start date. Florida Statutes require bidding for lease of space over 5,000 square feet. All space to be leased must be approved by the Space Committee, Fire Marshall, Facilities Planning and Equal Opportunity Affairs (for American Disabilities Act compliance) before the lease is finalized. An approved Space Impact form must be forwarded to Purchasing referencing the FAST assigned requisition number or accompany the Requisition to Purchase form.
Interest on Deferred Payments -- All purchases to be financed must be reviewed and approved by the University Finance Committee and the State Comptroller's Office for inclusion in the Comptroller's Consolidated Finance Program.
Trade-Ins (Surplus) -- Requisitions including a trade-in of equipment must have a Request for Relief From Property Accountability Form forwarded to Purchasing with the PRS assigned tracking number.
Document Shredders -- It is the practice of the University not to purchase document shredders for general use by University departments. It is not the University's intention to grant exemptions from this policy. If a justification is received and verified showing the confidential nature of the public records (as described in 119.07(3) F.S.), exemption could be considered if no other means of secure disposal is available. Regardless of the method of disposal, no records shall be disposed of until after the Records Retention requirements (257.36 F.S.) have been met and approval has been given to dispose of the records.
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Purchases- Over $1,000. Minor Construction Process
- Complete a Space Impact form available through Facilities Planning and Construction.
- Secure Approvals from:
- Space Committee
- Facilities Planning and Construction
- Environmental Health and Safety (Fire Marshall)
- Work with a University Architect to design and coordinate the project.
NOTE: Responsibilities of the Project Manager, assigned by Physical Plant, include coordination of activities and vendor payments.
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Purchases- Over $1,000. Contractual Services Process
- Contracts for commodities or contractual services or licenses shall consist of a purchase order or bilateral agreement signed by the President or designee prior to the commodities being delivered or contractual services being rendered or in unusual circumstances, within thirty (30) days of the commodities being delivered or contractual services being rendered by the vendor.
- Extension of a contract shall be for a period not to exceed 12 months, shall be in writing, shall be signed by both parties prior to the expiration date, and shall be subject to the same terms and conditions set forth in the initial contract. There shall be only one extension of a contract permitted.
- A contract may be renewed. If the commodity or contractual service is purchased as a result of a competitive solicitation, the cost of any contemplated renewal must be included in the competitive solicitation. All contract renewals are subject to sufficient annual appropriations and a renewal shall be signed by both parties prior to the expiration of the initial contract.
- The President or designee has the authority to enter into contracts with the Consolidated Equipment Financing Program.
- In order to promote cost-effective procurement of commodities, contractual services or licenses the University has the authority to enter into contracts that limit the liability of a vendor consistent with Section 672.719, Florida Statues.
- The total value of a contract is the value of the initial term plus the value of all renewal terms.
- Any contract entered into for a period in excess of one (1) fiscal year shall state: "The University's performance and obligation to pay under this contract is contingent upon an annual appropriation by the legislature."
- All bilateral agreements for services shall be written and:
- provide dates of services
- provide payment terms
- indicate the University's ability to unilaterally cancel the contract
- provide renewal terms, if any
- reference the Travel statute in Chapter 112, Florida Statutes
- provide units of deliverables
- require contractor to submit invoices in sufficient detail to allow for a proper pre-audit and post-audit
- provide that the University does not indemnify any person, party or entity
- contain the signature of the President or designee and contractor.
- In lieu of a written bilateral agreement for services, the University has the option to issue a purchase order that includes the above items (a) – (h).
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Price Quotes and Competitive Pricing Process Competitive Pricing:
Competitive pricing is the accepted standard to follow to assure that the University is obtaining commodities, goods and services at the best possible price with an appropriate level of quality. Purchasing practices good public administration policies to insure that purchases are made at the best possible prices and within the Code of Ethics. Purchasing follows the purchasing policies as established by the University, the Florida Board of Education, and the Florida Statutes.
Price Quotes - Formal price quotes are not required for the purchase of commodities, goods or services amounting to less than $5,000.
Informal Quotations - The purchase of commodities, goods or services with a value greater than $5,000 and less than $25,000 are normally obtained by Requests for Quotations either verbal or written. Quality, delivery and service will be considered in the final decision. At least two quotes are obtained.
The purchase of commodities, goods or services with a value greater than $25,000 and less than $50,000 requires at least three (3) written quotations.
Formal Bids - The following rules and laws have been established for the purchase of goods and services within a years time exceed $50,000: No purchase of commodities may be made when the purchase price is in excess of $50,000, unless based upon competitive bids except when made as a single source, emergency purchase, Sponsored Research exception or exempted by the FBOE (Florida Board of Education) Rule 6C-18.050(7)(c). All invitations to bid must be advertised if the budget figure is over $50,000 for contractual services or minor construction. In the case where only one bid has been received, the bid file will be reviewed and evaluated. Purchasing determines if it is in the best interest of the University to rebid. If it is determined not to be in the best interest of the University to rebid, Purchasing will certify this in writing and document the bid files. No purchases may be divided or subdivided for the purpose of circumventing the intent of the bid requirements. The State Attorney General has ruled that the deliberate attempt to split orders for the purpose of keeping a purchase order total under $50,000 is unlawful.
Sole Source - Sole Source certification is required if the service or commodity being purchased is available only from one vendor. The information may be submitted by memo or by placing a comment on the header comments of the requisition. The information should include the following: a description in lay language of the service of
equipment and its intended use; the reasons the item is not subject to competition from other sources; the necessity for compatibility with existing equipment, instrumentation or systems (if applicable); and why only this equipment or service has unique features or qualities that will accomplish the required needs of the requestor.
The fact that a piece of equipment is much less expensive than comparable models from other manufacturers is no justification of single source. Submission of justification is no guarantee that the single source will be accepted by the Director of Purchasing and Property Services. Single source certifications are posted for public review and to give interested parties the opportunity to protest.
Emergency Purchase - Every attempt will be made to secure necessary items during an emergency situation. If the University President or the President's designee determines, in writing, that an immediate danger to the public health, safety, welfare, or other substantial loss to the University may occur, then the University may proceed with the purchase without competitive bidding. The written description (under oath) outlining the basis for the emergency purchase becomes a part of the file. Contact Purchasing prior to making a commitment.
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On-Campus Vendors:
Office Stores/Bookstores and Printing/Copying Services/Food Services.
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Special Categories
Memberships - Chapter 216.345, Florida Statutes, allows State funds to be used to pay membership dues only when the membership is essential to the statutory duties and responsibilities of the University. Each Requisition must have justification. Memberships require that an Open Records Statement be on file. A legible duplicate copy may be used for five years from the date of issue. These forms must be completed and submitted with the Requisition.
State Comptroller's Office: The State Comptroller's Office is responsible for the pre/post-audit and payment of invoices. Some examples of approvals by the Comptroller are: deferred contracts (installment sales agreements) and prepayments of commodities or services.
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Moving Expenses
The payment of moving expenses, if approved, would be up to the amount the department has agreed to pay and is limited to moving the contents of a single residence; and the cost of packing, shipping, and storing household goods (personal effects and property), or moving a mobile home (any vehicle used as a home), and incurring reasonable expenses for moving an automobile; and/or moving up to 15,000 pounds of household goods (not boats, etc.) by common carrier, rental truck or trailer, or a state-owned vehicle, when authorized; and/or purchasing insurance: against damaged goods provided it is limited to the normal liability of the common carrier (approximately $.60/pound) unless a State University System contract mover is used, or when a State University System contract mover is used, based on the SUS negotiated rates, or the approved payment for insurance for only the vehicle (not the contents) when using a rental vehicle or truck. The costs of an SUS contracted mover include full replacement insurance. The employee is responsible for the cost of full replacement insurance if a non-SUS contracted mover is selected.
A new employee will provide an estimate from an SUS contracted common carrier or from a non-contracted mover prior to the move and submit them to the hiring department for inclusion with the request for payment.
Department shall submit the Request for Authority to Pay Moving Expenses and the purchase requisition prior to the move taking place. A purchase order number must be provided to mover before move can begin.
Self movers - an employee who elects to rent a moving vehicle/trailer can be reimbursed for the following costs up to the amount allocated by the department: vehicle rental, gasoline expenses, tolls, tariffs, insurance on vehicle and goods, packing materials, and auto/car/trailer hitch and lodging for nights in route to destination. Employee must submit original receipts and a memo with a general list of what was moved, i.e. two bedrooms of furniture, living room furniture, household appliances, misc. clothing, household goods, etc.
Reimbursement will not be made for meals or hired drivers.
The move of employee's office or laboratory materials and/or equipment to USF is allowable if approved by an authorized person. This is not considered part of an employees moving expense. Employees must provide a letter from their old institution releasing the material and/or equipment and department must provide a letter accepting materials and/or equipment that is being moved. A list of equipment should be provided for Property tagging.
Payment will not be authorized for the following:
- expenses associated with unpacking of household goods or cleaning of any residence in connection with a move
- late charges
- individual travel and/or per diem or taxi fees as part of a moving expense
- the cost of replacement insurance on household goods (non-SUS contracted mover.) The University, however, recommends that the employee/prospective employee consider purchasing replacement cost insurance on his/her household goods even though this cost will not be reimbursed.
The hiring department should request approval to pay moving expenses prior to the actual move.
After the move, the employee must submit to the hiring department the mover's bill of lading (invoice) and mover's inventory list for payment.
IRS Guidelines: Reimbursement or payment for "qualified moving expenses" will not be reported as wages or other compensation of Form W-2. See Chancellor's Memo on IRS Qualified/Non-Qualified Moving Expenses.
"Qualified moving expenses" are the following:
- Reasonable expenses of moving household goods and personal effects from the former residence to the new residence
- If the new place of work is outside the US and its possessions, reasonable expenses may also include the movement of household goods and personal effects to and from storage, and the cost of storage such goods and effects which the new place of work continues to be the principal place of work;
- The new principal place of work is at least 50 miles farther from the former residence than was the former principal place of work; and
- The hiring department reasonably believes the employee will be a full-time employee at least 39 weeks during the 12- month period immediately following the relocation.
- Payment of "non-qualified" expenses will be reported as wages on Form W-2 and all employment taxes apply.
Allowable expenses are:
- Packing and shipping of household goods
- Moving of an employee's privately owned mobile home
- Limited to a maximum gross weight of 15,000 pounds
- Extra charges for picking up household goods from more than one location as long as both locations are within the same immediate geographic area as the primary residence.
Unallowable expenses are:
- Additional insurance on the contents of household goods beyond the normal liability of the moving company.
- Cost of unpacking of household goods.
- Payment for cleaning of any residence in connection with a move.
- Payment of storage of household goods will normally not be approved.
Invoice supporting documentation should include:
- Household goods inventory
- Bill of lading, including weight information
- Location of former and new principal places of work and residence
- Distance between former and new principal places of work and residence
Forward approved invoice and supporting documentation to Accounts Payable, ADM 147 (loc AOC 100), within six calendar days from receipt.
For more information, please visit http://compass.custhelp.com and search for Process I.D. # 619
** For questions regarding this process, please contact your hiring department or USFPurchasing@admin.usf.edu at 813-974-2481.
** For more information regarding what information is needed to process payment for moving expenses, please contact Joyce Kiefert at 813-974-5683.
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Independent Contractors and Consulting
ProcessThe USF Purchasing Department requires that all departments paying an individual for services must complete an "Independent Contractor Consulting & Professional Services Worksheet". All individuals and organizations requesting payment from USF must complete IRS Form W-9.
USF must determine if an individual providing services is an independent contractor (payment should be made via Purchasing and reported on Form 1099) or an employee (payment should be made via the Payroll Department and reported on Form W-2). Payments made to non-resident aliens are subject to special tax provisions and withholding under the Internal Revenue Code, thus, payments to nonresident aliens must be processed by the USF Non-resident Alien Accounting Coordinator in the Payroll Department (SVC 2172). See Non-Resident Alien Documentation Requirements
The Independent Contractor Consulting & Professional Services Worksheet will be used as documentation in the event of an IRS audit. Departments should carefully consider answers provided to questions on the form as any taxes, interest or penalties assessed by the IRS due to misclassification of an individual as an independent contractor, will be paid by the USF Department authorizing the payment.
Philosophy
Realization of the University of South Florida (USF) mission and departmental goals sometimes requires the engagement of specialized contractors. All such expenses paid from USF Foundation funds must be in accordance with donor restrictions on the specific fund from which they are to be paid, and must comply with IRS regulations and USF Policy as it applies to the activities of Direct Support Organizations.
Policy
All contracts committing USF Foundation Funds must be reviewed and executed by the President or CFO of the USF Foundation prior to engaging the contractor. Contracts with individuals must be reviewed carefully to ensure that the contract does not create an employee/employer relationship by IRS definition. Initiators of any contract with an individual should refer to the USF Independent Contractor Checklist to determine whether the contractor meets the IRS definition of an employee. If a contractor meets the IRS definition of an employee, the contractor cannot be paid by the USF Foundation, but must instead be processed through the USF Payroll Department. See Transfer to Grant Funds.
Non-US Citizens (foreign nationals) cannot be paid directly by the USF Foundation. For payment of foreign nationals, see Payments to Non-Resident Aliens and Transfer to Grant Funds. Payment for services to individuals must be requested via the USF Foundation, Inc. Independent Contractor Service Agreement. This form is required even if the individual has a business name, unless the business is incorporated.
THE EMPLOYMENT TAXES, INTEREST AND PENALTIES DUE ON AUDIT WILL BE APPROXIMATELY EQUAL TO THE INDEPENDENT CONTRACTOR PAYMENT MADE TO THE INDIVIDUAL.
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Direct Pay to Hotels
Direct payment to hotels/motels is allowed when there is a cost saving to the State as a result of the billing arrangements of the traveler or travel group. This means that the rate is less than the state rate or a special rate for the participants included in the direct billing. The special rate must include cost savings over and above the rates extended to the general participants in the event/conference. The special rate must include cost savings over and above the rates of other facilities in the area that offer the same accommodations. Sales tax cannot be included as part of the cost savings.
If lodging exceeds a total of $5000.00 quotes from two other establishments should be appended or an explanation of why this was not possible (for example, other hotels in the area cannot accommodate the size of a group, they do not have sufficient meeting facilities, etc.) The Travel Department or the State Comptroller may verify this information.
Lodging rates that exceed $200 per night cannot be paid unless circumstances necessitating such cost for overnight lodging are fully explained by the traveler. Criteria for such approval may include this facility were the only facility in the area that could accommodate the specific needs of the event/conference. These specific needs must be fully explained and approved by the individual in the department authorized to approve travel, but can not be the traveler.
Lodging within 50 miles of a traveler's headquarters or residence cannot be paid unless circumstances necessitating such overnight travel are fully explained by the traveler. Criteria for approval shall include late night or early morning job responsibilities and excessive travel time due to traffic conditions. All requests for overnight lodging within 50 miles of the traveler's headquarters or residence must be approved in advance by the individual in the department that is authorized to approve travel, but is not the traveler.
The PRS requisition must include all dates that the lodging is to be paid for travelers/participants. The department should also notify the hotel/motel that USF will pay for lodging on specific nights and that the hotel/motel is to bill the travelers/participants for other expenses (i.e. room service, movies, phone calls, additional nights lodging.) USF is not responsible for rooms that were not used and cannot pay or guarantee payment for a block of rooms.
Travelers are responsible for canceling hotel reservations when the event is canceled or dates are changed. The traveler will be personally liable to the hotel for any charges or penalties from failure to give proper notice of change or cancellation.
Documentation required for approval of purchase order:
"Request for Approval of Direct Payment to Hotels" form showing a cost savings if lodging is being directly paid by the University; and including (if applicable)
- Approval and reason for overnight lodging for USF employees if hotel is within 50 miles of USF
- Justification for excessive lodging rate of $200 or more
Copy of seminar/convention brochure
Copy of grant for legal authority to purchase food
Additional documentation required with submission of invoice:
Copies of travel vouchers of State employees or a written statement that "no voucher is being filed"
Names and Social Security numbers of State employees who attended event
Number of participants for events paid by collected fees
Itemized, stamped and approved hotel bill(s)
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Other Purchasing Links
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