Purchasing

Purchasing Card Training

• You must complete online training prior to requesting you P-Card

• Search for SCOOP in my.uwf. Then click on P-Card Holder Training and Final Quiz

• Click the blue linked P-Card Cardholder training course and complete all sections of the training 

• Take the quiz after training

• You will see a stamp on SCOOP next to "P-Card Holder" after completing it. Then you can request P-Card

Purchasing Paperwork Packets

• Our department expects paperwork packets to be completed typically within 1 week of the purchase to be turned into our Business Coordinator after getting signatures from your supervisor or appropriate person overseeing the purchase

• Below are documents  you will need to use when completing your purchasing card (p-card) paperwork

• A completed paperwork packet for purchasing include the correct forms, original receipt, and some proof of the need of purchase

  • Correct Forms

    • Be mindful to use the correct form for the type of purchase.

    • You will use the Cardholder Purchase Information form (only use one half of form per purchase) for all purchases except Trades Receivable

  • Original receipt

    • Paperclip the completed PCard Receipt, Trades Receivable, or Reimbursement form

  • Proof of the need of purchase

    • Examples:  Program submission form, Advertisement for event, email explaining why you requesting to make the purchase with approval

    • In the case of purchasing food for staff only events, please include a list of all those in attendance w/ 970 number and any agenda or calendar invite that shows the purpose

Account Codes

• You can find updated account codes here.

Tax Exempt

• The most current tax exempt certificate can be found here.

• Some stores have unique expectations for your Tax Exempt status

  • Example:  DollarTree will want a copy of your tax exempt status each time & Walmart will want you to register (one time only) with customer service for an additional card to give their staff notice to verify your tax exempt status

• All purchases on your P-Card for our department are tax exempt, be extra mindful to make sure vendors avoid charging taxes.

• If taxes have been added to your purchase, you will need to get a complete refund to the p-card and redo the purchase without the tax

  • This situation in particular means 3 sets of paperwork:  One for the purchase with tax, One for the refund, & One for the purchase without the tax

  • If you are unsure, please talk to your supervisor or our Fiscal & Employment Specialist

RHA Paperwork

• All Paperwork related to RHA/Community Councils needs to be signed by the RLC advisor for RHA and clearly marked RHA

• RHA/Community Council related items need to use the code 814023 under the section "Fund/Orgn To Be Charged" on the P-card checklist

Monthly Bank Statements

• Every month, a p-card statement will be due for our department.  Our Business Coordinator will let you know when it is ready to be submitted, and a link to approve/submit will be sent to your email.

Other

• Please also refer to your supervisor, Business Coordinator, or the P-Card Reference Guide whenever you have questions.

• A Temporary Food Permit form must be submitted and approved by EH&S at least 5 business days before you can host an event that serves food to non-residents/HRL staff (i.e. parents, off-campus students, etc.).

Purchase Card Paperwork Templates

Res Life Budgeting 101 - Grad Presentation