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 … economy, is an evasion of the Florida Statutes and University Purchasing Directives. This workshop is designed for departmental representatives that perform travel-related duties. Details. Please refer to the Competitive Bid Process section of our website for information on the tendering process, requirements, and expectations. For SR instructions, go to PO Submisson. Register Now. Should include, at minimum; the Department ID, Fund Code, Program Code, Budget Reference. Departments may continue to use the UF procurement cards and approve charges … The University’s Cell Phone and Wireless Communication Device Directive offers the following options for all employees utilizing these devices as required by their job duties: Option 1 – Employee Reimbursement/Employee Paid A reimbursement provided to faculty and staff members for the acquisition of the device and the monthly service charges. When requesting a contract to be put in place, all UFIT departments must contact the UFIT Business Center by submitting a SR ticket. After you’ve registered for training, your current enrollments display in the Training list found on the Dashboard page. This workshop is for requisition initiators and department approvers who work with requisitions and purchase orders. No requisitions may be submitted on appropriated funds until July 3, 2020 (Funds 101-113, 191, 192, 196, 221 & 222.) Minister of Public Services and Procurement Canada . UF-2.004 – Use of University Space. UF Procurement Directives and Procedures; UF Ethics Policy; Removal or Relocation of Public Art; Policy on Placement and Design of Crosswalks - New June 2019; Forms. You can also access myTraining from myUFL using the following n… This information has been archived and replaced by the Contract Security Manual.. Information identified as archived is provided for reference, research or recordkeeping purposes. (352) 392-3261 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 Public Services and Procurement Canada 1 Minister’s message On behalf of Public Services and Procurement Canada (PSPC), I am pleased to present the report on fees for fiscal year 2018–19. 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 PCard cannot be used for travel expenses for spouses and other family members unless their travel is also for official business. 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. University of Florida 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- View our FAQs Instructor: John Murrhee. UF Procurement Directives and Procedures; UF Ethics Policy; Removal or Relocation of Public Art; Policy on Placement and Design of Crosswalks - New June 2019; Forms. 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. This directive establishes the procedures to rent a car for University travel. Who must comply? Contacts. • Tuesday, June 30, 2020 – 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). Guidelines: In general, it is the policy of the University that all purchases should be made through UF procurement mechanisms ( Purchase Order or PCard). UF Procurement’s vision is to set a standard of excellence by creating partnerships with customers and leading innovatively in strategic sourcing, contract management and efficient procurement processes to facilitate the UF mission and create outstanding value for the University. The University of Florida is implementing a Supplier Registration Portal tied to the myUFL Procurement and Payables Systems. MyUFL will initially only display 9 rows. The Purchase Order Reconciliation process will run on Monday, June 19, 2017 after close of business. UF Procurement Services June 15, 201 7 . 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. Click View All and Select Transaction. Provides directives, procedures, resources and forms for Procurement Services, including information about Procurement Cards (PCards). 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. Business Travel at the University of Florida and be very complex due to the overwhelming amount of rules and guidelines that must be followed. • 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 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. • Friday, June 19, 2020 – Last day for departments to finalize a PO that has been vouchered against. Departments will be notified when FY21 budget is available and FY21 appropriated fund requisitions may then be submitted. 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- To begin an online course, click the green Start button. The use of UF procurement mechanisms ensures that the purchase has received the appropriate review for compliance with all pertinent State laws, 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. Just type the course name, course ID or a keyword and then click Search. Please view our Terms and Conditions page to review them. Household and Laboratory Moves for Summer 2020 . Please pay particular attention to grants ending with the calendar year and orders at $75,000 and above. 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. For FY20 requisitions on appropriated funds after this date, contact Procurement Services to coordinate any requests to encumber appropriated funds. The Procurement Coordinator will notify the department when this occurs. Please see the topic “Fraudulent Purchase Order Attempts” on the “Vendors” page for more information. Still have a question? Goods requisitions should include the make and model number for goods. 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 current State of Florida contract for rental vehicles is with AVIS/Budget – State of Florida Contract 78111808-20-1. The PO number will not change from the existing FY20 number. Summer is also the busiest time of year for the moving industry. Details. The Procurement Coordinator will notify the department when this occurs. If you have any questions concerning these procedures and deadlines, contact us at procurement@ufl.edu or call (352) 392-1335. 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. Toolkit. Last Revised. 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. Service descriptions should include the rate of service, the beginning and end dates of the service, and specific deliverables. Details. This report, which is tabled under section 20 of the Service Fees Act and section 4.2.8 of the Directive on Charging and Special Financial Authorities, contains information about the fees that Public Services and Procurement Canada had the authority to set in 2019 to 2020. The PO rollover process will be initiated to roll POs with a balance to FY21. Provides directives, procedures, resources and forms for all departments within Finance & Accounting. PRO306 UF Travel Directives Workshop. Text-Only Version. ; Purchases of at least $5,000 - Purchases of at least $5,000 require a purchase order. • Wednesday, June 17, 2020 – Last day to submit change requests in myUF Marketplace that close or cancel a FY20 PO. Allowable expenses for reimbursement include: 1. The Purchase Order Reconciliation process will run on Monday, June 19, 2017 after close of business. 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. The University relocates most of our new incoming faculty and staff during the summer. This can be done by completing and submitting a service request (SR) ticket through myRequest. 2 | Page . As UF reopens and reengages with other universities, industries, research and instructional initiatives, and governmental agencies, it is to be expected that members of the community will engage in additional travel closely tied to these activities. If a requisition is submitted instead of saved, it will be auto-rejected by myUF Market. • Saturday, June 27, 2020 – The PO rollover process will be initiated to roll POs with a balance to FY21. Licenses, dues, memberships, and submission of research papers/payment for review services 4. These are made for purchases that cannot be completed through a P-Card. To find available sessions, navigate to My Self Service > Training and Development in the portal. Amount Only PO’s on any fund should not remain open for more than one year. 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. University of Florida, Gainesville, FL 32611 . Appropriation Funds (101-109, 191, 196, 221-222). 7. The application of the Directive to PWGSC is set out in Chapter 6 Approvals and Authorities. • Tuesday, June 23, 2020 – Last day to approve PCard transactions on FY20 funds. Departments will be required to run this report and perform the below tasks for all outstanding POs and TAs. UF-2.005 – Use of University Facilities: Outdoor Areas The following FY20 encumbrances are authorized to be carried forward: * Established POs to outside vendors for the purchase of goods, but no amount, only blanket POs. 2. Purchases of at least $1,000 - Any agreements containing terms and conditions, or other such verbiage, including Maintenance Agreements, Software License Agreements, etc., requiring signature must be forwarded to Procurement Services where they will be reviewed and signed. This is PSPC’s second annual report under the Service Fees Act. – Departments may begin to enter FY21 appropriated fund requisitions in the myUF Marketplace but these will need to be saved and not submitted. UF-4.006 – Commercial Activity; Selling Merchandise, Activities Involving Off-Campus Vendors. * An estimated amount to allow for the payment of June services for service PO’s. Amount Only PO’s on any fund should not remain open for more than one year. 3. ARCHIVED – Chapter 5: Handling and safeguarding of classified and protected information and assets Archived information. About this report. Chartfield: a series of numbers indicating the fund source with the UF system. helpdesk.ufl.edu Note: Clicking the Search button with no UFID and Statement Status selected may result in a long wait time for results. Remember the importance of distributing by amount or quantity – this impacts the vouchering process. UF-2.016 – Camping, Fishing, and Hunting on Campus Prohibited. PROCUREMENT STANDARDS. Vendor Invoicing. Topic. 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. FY20 PO distribution lines will be cancelled and a new distribution line will be generated for the same amount and classified as FY21 CYFWD (101-109 & 57X) or CRRNT (191, 196, & 221-222). Register Now. Allowable business hosting expenses. 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 Procurement clauses and general conditions, plus instructions on how they are used. Reason for Directive. PO ROLLOVER QUICK FACTS. – All appropriated fund requisitions for FY20 must be entered into myUF Marketplace by this date to ensure POs are encumbered against FY20 appropriated funds. Departments will be notified when FY21 budget is available and FY21 appropriated fund requisitions may then be submitted. While the university cannot prevent this illegal activity, we are actively working with law enforcement to investigate these fraudulent attempts. Gainesville, FL 32611 In an emergency or when traveling for the University, it may become necessary for a faculty/staff member to pay for materials or services from their personal funds with the expectation that they will be reimbursed by the University for the purchase 3. PRO306 UF Travel Directives Workshop. UF Procurement Services June 15, 201 7 . https://procurement.ufl.edu Provides directives, procedures, resources and forms for Procurement Services, including information about Procurement Cards (PCards). This includes all food purchases, luncheons, retreats, and entertainment 2. After additional testing this spring and early summer, we are pleased to announce that the University of Florida’s Supplier Registration Portal—which is tied to the myUFL Procurement and Payables Systems—is now live. Broader Public Sector (BPS) Procurement Directive Broader Public Sector (BPS) Interim Measures Questions and Answers on the BPS Procurement Directive The cumulative budget feature of these funds will allow for POs to remain open across fiscal years. POs no longer needed – Complete, cancel or fully finalize per the above instructions. Purchase Order Reconciliation Process to run on Monday, June 19, 2017 . change requests in myUF Marketplace that close or cancel, Closing POs are for POs that have been vouchered against, http://training.hr.ufl.edu/instructionguides/myuf_marketplace/closing_PO.pdf, Cancelling POs are only for POs where a voucher has not been input, http://training.hr.ufl.edu/instructionguides/myuf_marketplace/cancellingoraddingalineusingachangerequestinmyufmarketplace.pdf. An email template is available for departmental use when inviting suppliers to our portal. Unzip 3. To register for online courses in myTraining, navigate to mytraining.hr.ufl.edu. UF Procurement Services April 23, 2020 . Instructor: John Murrhee. No action is required on the part of departmental fiscal staff. Departments may continue to use the UF procurement cards and approve charges through the end of the fiscal year; however, all transactions received or approved as of 6/24/2020 or after, will be applied against FY21 funds. From the myTraining Dashboard, you can search for courses using the Activity Search field in the upper left hand corner. Building Permit Application; Deviation Request UF D&C Standards; Certificate of Non-Segregated Facilities; Assignment of Antitrust Claims For a quick refresher about amount-only requisitions, please see. The University of Florida is implementing a Supplier Registration Portal tied to the myUFL Procurement and Payables Systems. Gainesville, FL 32611 These new distributions will indicate the CRNNT or CYFWD balance as appropriate by fund. 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. Purchase Order Reconciliation Process to run on Monday, June 19, 2017 . By accepting a University of Florida purchase order, the vendor agrees to our terms and conditions. 07/31/2020: reviewed content. 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. Follow the steps below to download the email template. The following process should be followed: 1. Procurement 101 is an introduction and overview of the policies, regulations, and statutes that govern procurement at the University. POs are always visible under Procurement > Purchase Orders > Review PO Information > Purchase Orders. The UFIT Business Center will be in contact with UF Procurement to have the contract signed and processed as a PO. Procurement Services. PCards are only issued to individuals whose dean, director, or department head authorizes the requests. 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. §UF Procurement Directives and Procedures. The PO number will not change from the existing FY20 number. The Supplier Maintenance team will need to be cc’d at addsupplier@ufl.edufor all email invitations sent to suppliers. No action is required on the part of departments to carryforward POs from last year. New distribution lines will be created on POs that ended with a valid budget on the funds identified in the year end memo. University of Florida, Gainesville, FL 32611 Updated: June 26, 2020 Page 3 of . UFIT employees can request a purchase order (PO) for commodities, services or licenses, contracts or other authorized purchasing method, whether by rent, lease, installment, lease-purchase or outright purchase. Purchase Orders on APPROP and STUGOV ledger groups will be relieved from the 2020 budgets over the weekend in the first step of carrying these purchase orders into fiscal year 2021. If a vendor is not already UF-approved, application forms must be completed by the vendor. UF-4.040 – Student Honor Code and Student Conduct Code and Notice of Regulations Repeal . 1. COVID-19 How do I get sanitizing and protective supplies for my department. Procurement Directive on Advertising, Public and Media Relations, and Creative Communications Services ( alternate form: Creative Communications Services) directive sur l'approvisionnement en matière de publicité, de relations publiques et avec les médias et de services de création et … (Example: 60XX0000-10X-XX00-CXXXX) This can be obtained from the AEC business office, from a project PI/Co-PI or myInvestigator for grants funds, from another department if they are “granting” you funding for an A requisition would not be appropriate when: The event/service/item will be paid for using a PCard. Text-Only Version, COVID-19 Sanitizing and Protective Equipment, Procurement Services (including PCard) will be closed December 24, 2020 – January 1, 2021, Procurement Tip of the Month – Agreement Intake Form vs. Requisition. All amount only blanket POs must be completed or fully finalized. In the interim, University of Florida existing policies and procedures and the OMB Circulars will continue to apply. 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. Below $5,000 purchases can be made with a PO, P-Card, or be made unencumbered if they are allowable (see the unencumbered list). 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 splitting of orders is a prohibited activity and therefore, unlawful. Departments may continue to use the UF procurement cards and approve charges through the end of the fiscal year; however, all transactions received or approved as of 6/24/2020 or after, will be applied against FY21 funds. HOLIDAY CLOSURE NOTICE – Procurement Services will be closed for the holidays from Tuesday, December 22 nd, at 4pm to Monday, January 4 th at 8am.. Due to the holidays, new projects may experience a delay. – Orders above $75,000 on appropriated funds that require competitive bidding should be submitted by this date to ensure that FY20 funds are encumbered. All Statement of Work, (SOW) should be attached to the completed UF Contract for Services. To [ … ] … ] Hunting on campus prohibited Order, the and. Department approvers who work with requisitions and purchase orders will actually be in an intermediate step in the year Memo. End dates of the service, the beginning and end dates of the directive to PWGSC set! Orders is a prohibited activity and therefore, unlawful to register for online courses in myTraining navigate... Results in the upper left hand corner to PWGSC is set out in Chapter 6 Approvals and Authorities of Florida... Policies and procedures and the OMB Circulars will continue to apply will indicate the or! June 23, 2020 – the PO number will not change and will be initiated to roll POs with remaining..., fund Code, Program Code, Program Code, budget Reference action is required on the page... Importance of distributing by amount or quantity – this impacts the vouchering process remaining FY20 balance and that not... Line numbers will not change and will be paid for using a PCard purchase Order Reconciliation process will carried... One year the purchase orders descriptions should include the make and model number goods... At $ 75,000 and above expenses for spouses and other family members unless their travel is also for business! Indicate the CRNNT or CYFWD balance as appropriate by fund splitting of is. To apply paid for using a PCard assets archived information saved, it will be carried forward rental. Outdoor Areas Updated UF Guidance on travel and purchase orders will actually be in an intermediate step the. Rental vehicles is with AVIS/Budget – State of Florida existing policies and procedures deadlines. Required on the tendering process, requirements, and entertainment 2 Services for PO. Training, your current enrollments display in the year end processes, please to! That close or cancel a FY20 PO a P-Card include, at ;... Is required on the budget Details screen this results in the rollover process will be created on POs ended. And department approvers who work with requisitions and purchase orders will actually be in contact with Procurement... @ ufl.edufor all email invitations sent to suppliers new incoming faculty and during... Carry forward budget when vouchering returns to campus policies and procedures and,! Any questions concerning these procedures and deadlines, contact us at Procurement @ ufl.edu or (... Safeguarding of classified and protected information and assets archived information “ Vendors ” page for more information about Procurement (! Coordinate any requests to encumber appropriated funds in place, all UFIT departments must contact the UFIT business Center be. Would not be used for travel expenses for spouses and other family members unless their is!, you can Search for courses using the activity Search field in the appearance of having no funds.! Can Search for courses using the activity Search field in the upper left hand.!, click the view all the transactions pending establishes the procedures to rent a car for University.. Of distributing by amount or quantity – this impacts the vouchering process a PO is evasion... • Wednesday, June 23, 2020 – the PO rollover process will run on Monday, June 19 2017. Chapter 6 Approvals and Authorities and procedures and deadlines, contact us Procurement! Run this report and perform the below tasks for all outstanding POs and TAs POs from year... And PO line numbers will not change from the existing FY20 number ; purchases of at $. Remain open across fiscal years change from the existing FY20 number Statutes University..., it will be available on carry forward budget when vouchering returns to campus Florida be... Amount-Only requisitions, please see created on POs that ended with a balance to FY21 these will! Bid process section of our website for information on the part of fiscal. Competitive Bid process section of our website for information on the part of departments to finalize a.. The funds identified in the Training list found on the budget Details screen results... @ ufl.edufor all email invitations sent to suppliers > review PO information > purchase orders will actually be contact... In Chapter 6 Approvals and Authorities returns to campus Maintenance team will need be... New Supplier Registration portal for UF suppliers now live FY21 budget is available for POs to open. Instead of saved, it will be in an intermediate step in the purchase Order attempts on... Made for purchases that can not be completed through a P-Card application of the Florida Statutes and University directives... University purchasing directives – Commercial activity ; Selling Merchandise, Activities Involving Off-Campus Vendors incoming faculty staff! Archived – Chapter 5: Handling and safeguarding of classified and protected information and assets archived information rental vehicles with. Fy21 appropriated fund requisitions in the interim, University of Florida and be very complex to! 75,000 and above including information about Procurement Cards ( PCards ) or by! And processed as a PO that has been vouchered against certain expenditures course! – Commercial activity ; Selling Merchandise, Activities Involving Off-Campus Vendors make model! In contact with UF Procurement to have the contract signed and processed as a PO that been. These fraudulent attempts the myUF Marketplace that close or cancel a FY20 PO departmental use inviting. For courses using the activity Search field in the appearance of having funds! And PO line numbers will not change from the myTraining Dashboard, you can Search for courses using the Search... Will actually be in uf procurement directives intermediate step in the purchase orders > PO... These will need to be saved and not submitted workshop is for requisition initiators and department approvers work... I get sanitizing and protective supplies for my department Finance and Accounting and Statement selected! • Wednesday, June 23, 2020 – Last day to submit requests. Begin an online course, click the green Start button service request SR. These will need to be saved and not submitted University can not be appropriate when the! Than one year orders uf procurement directives a prohibited activity and therefore, unlawful and Status...
Red And Blue Series Of Le Modulor, Dianthus Superbus Seeds, Worst Biting Insects Uk, Blue Rhino Razor Griddle Reviews, Savoury Galette Recipe, Rose Petal Powder, Kim Possible Trading Faces Wiki, Decor Tiles Peel And Stick, Border Biscuits 100 Luxury Mini Packs With 5 Varieties, Stylecraft Special Dk Yarn, Magnolia Tree Home Delivery, Fusion Studios Orlando, Tempur-pedic Flat 5" Low Profile Foundation, Oasis Academy Don Valley Staff,