Administrative Resources

TERs should be submitted immediately after a travel’s completion.

Turn in the following documentation to Cindy Love (cilove@ufl.edu):

• Completed TER form
• All original PCard receipts (no copies, must also include cover forms)
• All available receipts for purchases made with personal funds
• When 101 and 103 funds are used, approval via E-mail must be sought from the department Director and attached to the form

• Travel authorization form (TA)
• Travel expense reimbursement form (TER)
• TER Example Form
• Out of Pocket Reimbursement Form
• FAQ for filling out Travel Forms

• UF Finance and Accounting – Directives and Procedures: Travel

• PST975 – What Every PCard Holder Needs To Know
• PST076 – PCard for Travel (if PCard is to be used for travel-related expenses)
• PST077 – PCard for Commodities

You must sign (with witness present) the Cardholder Agreement (http://www.purchasing.ufl.edu/forms/cardholder_agreement.pdf) and complete a PCard Application (http://www.purchasing.ufl.edu/forms/pcard_application.pdf), then submit both to Sherry Giardina (FAS) or Dawnette[DL1]  Lauramore (SFRC).

Processing takes 15-30 business days after all necessary signatures are collected.

When making a purchase, always obtain an itemized receipt that includes:

• Description and cost of each item purchased.
• Total cost of purchase.
• Vendor name and address.
• Date of purchase and/or date of goods received.

Sign the receipt and submit with a completed PCard receipt form to a verifier:

• Brittany Langbauer – At Newins-Ziegler Hall for SFRC employees.
• Sherry Giardina – At Millhopper location for FAS employees.

• Cash advances
• Gift cards
• Alcoholic beverages
• Meals and restaurant purchases
• Items costing $2,000 or more
• Additional examples available at: http://www.purchasing.ufl.edu/departments/pcard/procedures/allowable.asp

The following are examples of PCard misuse/abuse and can result in the PCard being suspended or terminated:

• Splitting PCard charges to circumvent purchasing limits.
• Falsification of records.
• Card sharing – Allowing others to use card or account number.
• Abuse of PCard for personal gain and/or beyond express intended use.
• Repeated non-compliance with policies and procedures.

• PCard Receipt Form
• PCard Replacement Receipt Form
• PCard Reciept Form Template

• Brittany Langbauer (sfrc-fiscal@ifas.ufl.edu) – 846-0885
• Sherry Giardina (sherryg@ufl.edu) – 273-3645
• Samuel Lawson (backup, samuel18@ufl.edu) – 273-3642

PCard Approvers:

• Dawnette Lauramore (dawnette@ufl.edu) – 846-0864
• MarQuelle Rawls (backup, marquie@ufl.edu) – 846-0114

Other Contacts:

• Purchasing (purchasing@ufl.edu) – 392-1331
• PCard Team (pcard@ufl.edu) – 392-1331

• Purchasing Website: http://www.purchasing.ufl.edu
• Purchasing Directives: http://purchasing.ufl.edu/departments/directives-procedures.asp

• http://purchasing.ufl.edu/departments/directives.asp

Expenditures made on university funds must have a business purpose directly related to the University of Florida’s mission.

1.  State appropriations (101 and 103) funds: Items for personal use such as chairs and appliances purchased on state appropriations require additional justification, and must also be purchased at a reasonable price.
2.  Auxiliary (181 & 182) funds: Purchases such as alcohol; congratulatory telegrams; entertainment for visiting dignitaries; first class travel; and flowers and/or telegraphic condolences cannot be made on auxiliary funds
3. Contract and grant funds (201 and 209): Purchases made on contract and grant funds are subject to approval by the department grants specialist, Marquelle Rawls (marquie@ufl.edu). Per OMB Circular A-21, indirect (F&A) costs cannot be charged onto federal grants and contracts unless a CAS exemption is submitted and approved. This includes:
   a.   Salary & fringe benefits for administrative and clerical workers
   b.   Computers (except those with specialized purposes specifically for the grant)
   c.   Travel and meals (excluding those to research sites and conferences pursuant to grant objectives)
   d.   Office, custodial, and general purpose supplies
   e.   Radioactive waste
   f.    Local phone service and equipment
   g.   Postage and mailing
   h.   Membership dues
   i.   Parking fines
   j.   Subscriptions
   k.   Software (excluding specialized or technical software)
   l.   Mobile devices
   m.   Computer supplies (e.g. RAM, CD drives, flash memory)
4. Formula funds (221 and 222): Since these are also federal funds the OMB Circular A-21 directive applies, indirect (F&A) costs cannot be charged. No exemption is in place for these funds at this time.
   This includes:
   a.   Salary & fringe benefits for administrative and clerical workers
   b.   Computers
   c.   Travel and meals (excluding those to research sites and conferences pursuant to grant objectives)
   d.   Office, custodial, and general purpose supplies
   e.   Radioactive waste
   f.   Local phone service and equipment
   g.   Postage and mailing
   h.   Membership dues
   i.   Parking fines
   j.   Subscriptions
   k.   Software (excluding specialized or technical software)
   l.   Mobile devices
   m.   Computer supplies (e.g. RAM, CD drives, flash memory)

1. For invoices associated with purchase orders, the invoice should have the PO number included in order to be paid against the PO.
2. For invoices associated with unencumbered vouchers, account information and the signature of the account-holder should be written on or attached to the invoice.

1.  Memberships/subscriptions/interlibrary loans.
2. Utilities/telephone bills.
3. Advertising (limited to newspaper/magazine ads).
4. Licenses.
5. Insurance.
6. Food purchased on foundation funds.

Additional examples are available on the Disbursements Directives & Procedures site (http://www.fa.ufl.edu/directives-and-procedures/disbursements) in section 5.E.

• http://www.fa.ufl.edu/directives-and-procedures/disbursements/