Florida Tech Procurement Card

1. Florida TechProcurement Card RULES

2. CATEGORY GROUPS FITALLOW: Not to Exceed $1499 (single purchase per transaction) FITAIRLINE: Open Ended FITHOTEL: Open Ended FITCAR: Not to Exceed $1499 (single purchase per transaction) FITMEDICAL: Open Ended (Qualified Department’s Only) FITSPECIAL: Not to exceed $1499 (Qualified Department’s Only)

3. Rule 1 • The Billing/Reconciling Cycle: • From the 5th of each month until the 4th of the following month for posted transactions. • Each 5th of the month your credit limit is reinstated • Unused balances will not carry over

4. 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 $1499.00 per transaction rule. • You can submit a Purchase Requisition through Purchasing

5. Rule 3 • Business Only: • NO Personal Purchases allowed. • If a personal purchase is made in error, inform your Dept. head and the Purchasing Department immediately so that you may reimburse the University.

6. Rule 4 • Contact Info: • If your PCard has been compromised or lost or stolen contact Bank of America immediately and the Purchasing Department: • BOA 24 hr: 888/449-2273 • Purchasing: 321/674-8155 • Purchasing@fit.edu

7. Rule 5 • Detailed Receipts: • Please submit all detailed receipts to your Account Manager and/or Reconciler. If you don’t have a receipt you must fill out the “missing receipt” form available online. • Please include the Vendor name and the breakdown of purchase: description, purpose, attendees, etc. • http://www.fit.edu/purchasing-ap/ • Detailed receipts should include the breakdown of the purchase. Please add attendees, purpose, etc.

8. 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 to you by the Purchasing Department

9. Rule 7 • Cash Advances: • The PCard will not work at an ATM. No cash back on purchases or returns. • Always request that your card be credited

10. 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

11. Rule 8 (Cont’d) • Prohibited Items: • Chemicals-Hazardous/Radioactive Isotopes/Laser, etc. • These items must be ordered thru Purchase requisition • Hazardous items must be tracked and logged for Safety with Greg Peebles, Director of Environmental & Regulatory Compliance

12. Rule 8 (cont’d) • Prohibited Items: • Construction, Remodeling • Consultants, Speaker Fees • Controlled Substances • Donations • Fines, Parking Tickets • Tuition • Live Animals

13. Rule 9 • Florida Tech Venues • Do not use your PCard at any Florida Tech food venues on campus. • PCard can be used at Barnes & Noble

14. Rule 10 • PCard Purchases: • Can be done by phone, online, or in store buying. • When ordering on-line please be sure to ask vendor to put your Name and Department on the package

15. 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

16. 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 • http://www.fit.edu/purchasing-ap/

17. REQUIRED • Statement Signature • Please be sure to review your charges and sign your monthly Statement. • Statements must also be signed by your Department Head. • Please keep good records/files with your Statements and all pertinent information that would assist in a successful Audit.

18. REQUIRED (Cont’d) • Please Provide Your Signature on the: • Procurement Card Rules Document • Procurement Card Agreement Document • PCard Holders must sign & date both above documents. • Reconcilers that have access to a Department card must sign and date both documents. • Reconcilers with no access to Dept. Card must sign the Procurement Card Rules Document For more information you can visit our website • http://www.fit.edu/purchasing-ap/ • You can find the above under Help Topics: Procurement

19. Note: • IMPORTANT • 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 and uses” can result in disciplinary action and card privileges revoked. • If you suspect fraud, please contact the Purchasing Department immediately.

20. Department PCard • Department Cards should have a log-out/in sheet with: Date, Name, etc. • Please attach a list of everyone that is authorized to use the Department card to the Department Card log-in/out sheet. • Please have each Card User sign the “Cardholder Pcard RULES” and the “Card Agreement” and forward originals to Purchasing. • Students are not authorized users

21. 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 Dept. 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: http://www.fit.edu/purchasing-ap/