Purchasing and Accounts Payable

Purchasing and Accounts Payable

Frequently Asked Questions

General

Why was the procurement card program implemented?
To provide individuals with a widely accepted method of ordering small dollar items. Individuals will now have another choice beyond the purchase order and petty cash options.The University individuals are required to use the procurement card for their purchases $1499.00 or less (including shipping and handling). The Purchasing Department is encouraging individuals to place their own orders by using the procurement card.

How are additional procurement cards obtained?
Florida Tech's Procurement Card Agreements may be obtained from Gloria Narvaez in the Purchasing Department.

How long will it take to receive the procurement card?
Allow four weeks.

Can the procurement card be used for personal purchases if the department's account is reimbursed for the charges?
No, and as noted in the Florida Tech Procurement Card Agreement, and the User's Guide, non-adherence to this procedure will result in the revocation of the individual cardholder's privileges.

What do I do if my card is lost or stolen?
Notify the Purchasing Department at extension number 8110. After business hours, notify Bank of America at 1-888-449-2273. The department manager and individual is responsible for any and all unauthorized use.

Ordering / Use

Can a procurement card be used for car rentals?
Yes.

Receiving

Do departments have the option of requesting the University's Receiving personnel to pick up their purchases from local vendors ?
NO. Cardholders must pick up their purchase or have it delivered directly to their office.

If no one is in the office to sign for a shipment, what happens?
The package carriers will make two more attempts to deliver, then it is returned to the vendor.

What if the carton is crushed, ripped, wet, or rattles?
Note the condition of the shipment on the delivery slip you are signing, then call the vendor to make a claim. Save the carton, contents, and paperwork for inspection.

Procurement Card Suspension or Revocation

Could I lose my procurement card privileges?
Yes.

Under what circumstances would my procurement card be taken away?
Your card will be suspended or revoked if:

  • You purchase a prohibited item.
  • You exceed the item or monthly limits.
  • You can't provide transaction slips for all of your charges.
  • You have many disputes or problems with vendors.

Could I ever get my procurement card back?
Possibly. It would depend on attitude and past violations.