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8. Service descriptions should include the rate of service, the beginning and end dates of the service, and specific deliverables. The cumulative budget feature of these funds will allow for POs to remain open across fiscal years. If you have questions or concerns, please email, Amount only purchase orders for goods should include a description of the items that will be bought, have the date range the PO is effective (usually the fiscal year period) and authorized users in the description. (352) 392-3261 (352) 392-3261 Note: Clicking the Search button with no UFID and Statement Status selected may result in a long wait time for results. §UF Procurement Directives and Procedures. CONTRACTUAL AGREEMENTS: oDifferent types of contracts: • Sales agreements • Maintenance agreements • License agreements • Service agreements • Independent contractors (Individuals) oUF prefers to use UF contract rather than vendor- For a supplier to register or change their existing information with the University of Florida, send an email to the supplier directing them to this website. An email template is available for departmental use when inviting suppliers to our portal. For FY20 requisitions on appropriated funds after this date, contact Procurement Services to coordinate any requests to encumber appropriated funds. The PO number will not change from the existing FY20 number. As of April 14, suppliers will be able to electronically register in order to do business with UF, resulting in a more efficient and seamless registration process. – The FY20 budget equal to the amount of POs/TAs not cancelled or finalized will be provided to the Budget Office for transfer to the FY21 budget (CYFWD or CRRNT, as applicable). PO ROLLOVER QUICK FACTS. The splitting of orders is a prohibited activity and therefore, unlawful. Please pay particular attention to grants ending with the calendar year and orders at $75,000 and above. To obtain sanitizing and protective supplies for your department, use this list to view items UF has provided, and how to find and purchase gloves, face masks, wipes and hand sanitizer, and cleaning supplies for your department with myUF Marketplace and a selection of vendors available. These new distributions will indicate the CRNNT or CYFWD balance as appropriate by fund. – Departments may begin to enter FY21 appropriated fund requisitions in the myUF Marketplace but these will need to be saved and not submitted. • Tuesday, June 23, 2020 – Last day to approve PCard transactions on FY20 funds. Household and Laboratory Moves for Summer 2020 . Purchases of $100,000 and above - The President or his designee may require a Payment and Performance {P&P) Bond on contracts for the construction of any public building or for repairs on any public building or public work between $100,000 and $200,000. If you have any questions concerning these procedures and deadlines, contact us at procurement@ufl.edu or call (352) 392-1335. Allowable business hosting expenses. The Procurement Coordinator will notify the department when this occurs. For FY20 requisitions on appropriated funds after this date, contact Procurement Services to coordinate any requests to encumber appropriated funds. Updated UF Guidance on Travel. 3. The University of Florida Procurement Cards (PCards) are designed for UF staff, faculty, graduate assistants, and OPS employees who make purchase or travel for official University business. The Purchase Order Reconciliation process will run on Monday, June 19, 2017 after close of business. Guidelines: In general, it is the policy of the University that all purchases should be made through UF procurement mechanisms ( Purchase Order or PCard). Because of timing issues with vendors submitting procurement card transactions to their bank, it is not possible to determine the exact date a transaction will be sent to UF by our bank and loaded into the PCard module. By accepting a University of Florida purchase order, the vendor agrees to our terms and conditions. a. Click the View All link to view all the transactions pending. The TB Contracts Directive sets out the limits above which departments must obtain TB approval. Goods requisitions should include the make and model number for goods. Disbursements: (352) 392-1241. Departments will be notified when FY21 budget is available and FY21 appropriated fund requisitions may then be submitted. – Last day to approve PCard transactions on FY20 funds. 2. economy, is an evasion of the Florida Statutes and University Purchasing Directives. Details. Once the 2021 budget is established and becomes available, encumbrances will show on the Budget Details screen in the new budget period and reference. Last Revised. of requisitions become a PO in a day or less, $1,530,041 in savings to the University facilitated in 2017 by UF Procurement staff, University of Florida All travel directives apply to all non-University of Florida employees (e.g., students, prospective employees, speakers, consultants) when traveling at the University’s expense. Details. When to use the Agreement Intake Form instead of a requisition: Use the Agreement Intake Form (AIF) when an agreement or contract needs Procurement’s review/signature and a Requisition would not be appropriate. 2 | Page . The UFIT Business Center will be in contact with UF Procurement to have the contract signed and processed as a PO. Procurement policies, directives, statutes, regulations, trade agreements and the challenge process. Procurement rules in the purchase of goods and services using public funds by broader public sector organizations. For a quick refresher about amount-only requisitions, please see. The Purchase Order Reconciliation process will run on Monday, June 19, 2017 after close of business. Contacts. Because of the above closure dates, Purchase Requisitions and Change Requests needing approval by December 31, 2020 should be submitted in myUF Marketplace no later than December 15, 2020 to allow sufficient time for review. UF Procurement Services June 15, 201 7 . If you have questions about any purchasing process contact procurement@ufl.edu or call 392-1335. New distribution lines will be created on POs that ended with a valid budget on the funds identified in the year end memo. Close or Cancel POs per the instructions above. All University Departments. UF Travel Directives Workshop September 8 @ 8:30 am - 12:00 pm Business travel at the University of Florida can be very complex due to the overwhelming amount of rules and guidelines that must be … Vendor Invoicing. §UF Procurement Directives and Procedures. UF-4.006 – Commercial Activity; Selling Merchandise, Activities Involving Off-Campus Vendors. Licenses, dues, memberships, and submission of research papers/payment for review services 4. Text-Only Version. UF-2.004 – Use of University Space. Details. PRO305 Procurement Policy - Procurement 101 and PST073 Intro to Purchasing in myUF Market PRO315 Advanced Topics in Payroll and Leave PRO324 Supporting Tenure and Promotion (T&P) Activities in Your Department “Travel and expense” elective grouping—1 elective credit PRO306 UF Travel Directives Workshop and PST930 Travel and Expense – All appropriated fund requisitions for FY20 must be entered into myUF Marketplace by this date to ensure POs are encumbered against FY20 appropriated funds. PRO306 UF Travel Directives Workshop. Departments will be required to run this report and perform the below tasks for all outstanding POs and TAs. Requisitions are submitted through myUFMarket, an online marketplace for purchasing goods and services from UF-approved vendors. economy, is an evasion of the Florida Statutes and University Purchasing Directives. Register Now. The relief of prior year encumbrances in order to re-establish carry forward encumbrances is a normal and anticipated process of PO Rollover and is not cause for concern. Remember the importance of distributing by amount or quantity – this impacts the vouchering process. In the interim, University of Florida existing policies and procedures and the OMB Circulars will continue to apply. University of Florida, Gainesville, FL 32611 . Amount Only PO’s on any fund should not remain open for more than one year. The Outstanding Encumbrance Summary report for open POs and TAs is available in Enterprise Reporting and can be found by navigating to the following: Enterprise Reporting>Department Reports>Select Department>Open Encumbrance Report (current period). UF-4.040 – Student Honor Code and Student Conduct Code and Notice of Regulations Repeal . The state contract requires the rental of a compact or a justification, signed by … The current State of Florida contract for rental vehicles is with AVIS/Budget – State of Florida Contract 78111808-20-1. Select the … Links to the portals are below. 7. Departments may continue to use the UF procurement cards and approve charges … Departments will be notified when FY21 budget is available and FY21 appropriated fund requisitions may then be submitted. • Saturday, June 27, 2020 – The PO rollover process will be initiated to roll POs with a balance to FY21. Any related needs that are known or should have been reasonably known at the time of the requirement should be combined into one coherent request for procurement. No action is required on the part of departments to carryforward POs from last year. PCards are only issued to individuals whose dean, director, or department head authorizes the requests. About this report. Although all POs funded by cash and budget based funds will remain open, departments should use this opportunity to clean up any POs no longer needed. The PO rollover process will be initiated to roll POs with a balance to FY21. Note: The voucher number is in Column P. FOR ADDITIONAL ASSISTANCE . ARCHIVED – Chapter 5: Handling and safeguarding of classified and protected information and assets Archived information. When requesting a contract to be put in place, all UFIT departments must contact the UFIT Business Center by submitting a SR ticket. The following process should be followed: 1. This information has been archived and replaced by the Contract Security Manual.. Information identified as archived is provided for reference, research or recordkeeping purposes. UF Procurement Services April 23, 2020 . If you don’t remember, consider attending the Introduction to Procurement training online to get the most up to date information about creating requisitions in myUF Marketplace. From the myTraining Dashboard, you can search for courses using the Activity Search field in the upper left hand corner. University of Florida has delayed the implementation of the new Uniform Guidance Procurement Standards until July 1, 2018 as provided by the waiver of the procurement rules stated in COFAR FAQ, Section 110-6, released November 26, 2014. Remember that the requisition title is for you but the description is for the vendor so it should include everything they need to fill your order. Any POs with a remaining FY20 balance and that are not completed/cancelled by Procurement Services or finalized by the department will be carried forward. The University of Florida is implementing a Supplier Registration Portal tied to the myUFL Procurement and Payables Systems. No requisitions may be submitted on appropriated funds until July 3, 2020  (Funds 101-113, 191, 192, 196, 221 & 222.) • Friday, May 8, 2020 – Orders above $75,000 on appropriated funds that require competitive bidding should be submitted by this date to ensure that FY20 funds are encumbered. The use of UF procurement mechanisms ensures that the purchase has received the appropriate review for compliance with all pertinent State laws, This can be done by completing and submitting a service request (SR) ticket through myRequest. UF-2.005 – Use of University Facilities: Outdoor Areas The agreement or contract is to […]. No action is required on the part of departmental fiscal staff. The PO number will not change from the existing FY20 number. A sealed bid/solicitation requires at least 30-45 days to specify, advertise, open, evaluate, award and post, before a purchase order can be issued. Procurement Services https://procurement.ufl.edu. Please be aware there are active fraudulent attempts to place purchase orders and request for quotations that supposedly to originate from the University of Florida. Procurement clauses and general conditions, plus instructions on how they are used. Allowable expenses for reimbursement include: 1. Toolkit. – Last day for departments to finalize a PO that has been vouchered against. helpdesk.ufl.edu Summer is also the busiest time of year for the moving industry. POs are always visible under Procurement > Purchase Orders > Review PO Information > Purchase Orders. This workshop is for requisition initiators and department approvers who work with requisitions and purchase orders. University of Florida • Tuesday, June 23, 2020 – Last day to approve PCard transactions on FY20 funds. However, the purchase orders will actually be in an intermediate step in the rollover process. University of Florida, Gainesville, FL 32611 Updated: June 26, 2020 Page 3 of . Purchase order numbers and PO line numbers will not change and will be available on carry forward budget when vouchering returns to campus. If a vendor is not already UF-approved, application forms must be completed by the vendor. Minister of Public Services and Procurement Canada . • Wednesday, June 17, 2020 – All appropriated fund requisitions for FY20 must be entered into myUF Marketplace by this date to ensure POs are encumbered against FY20 appropriated funds. This workshop is designed for departmental representatives that perform travel-related duties. Been vouchered against Statutes and University purchasing directives Activities Involving Off-Campus Vendors protective supplies for my department purchasing contact. Followed: the voucher number is in Column P. for ADDITIONAL ASSISTANCE quick refresher about requisitions... 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