• Adding Freight on Banner Requisitions

  

  Entering freight and vendor discounts on a Banner Requisition is easy!

  Use the Discount field in the column above to enter any discount the vendor is giving you.  The amount should be in dollars and will be subtracted from the total.

  Use the Additional field to enter any freight.  If you are not sure of how much the freight will be, you can leave the field blank.  Accounts Payable can add the freight listed on the invoice, provided there is money in the Index/account used.

  Never create a line in Banner with a unit price of ‘0’.  This will only cause error’s in the system.

• Banner - Creating Banner Requisitions
  When creating a Banner Requisition, the Requestor is the person who will receive the invoice.  The Attention to: is the person who will receive the goods or item.

• Banner INB Requisitions
  Please do not create lines in Banner where the Price is zero (0).  This causes errors in the system.  You have ample space for each line using the Options/Item Text [FOAPOXT] to add additional information or description.  Refer to your Banner Finance Manual, Tab 4, for detailed instructions.

• Banner Issues (who to contact)
  Logging into Banner/password issues: Dodie Dingley, ext. 1340
  Fund/Org Security: Brian Bastin, ext. 3303
  Atlas Password: Help Desk, ext. 5555
  Canceling Reqs or POs:  Valenciaprocurement@valenciacc.edu

• Banner - Item Text on Banner Requisitions
  When creating a Banner requisition where additional information needs to be added to a description line, use the Item Text under Options so that it will print on the Purchase Order.  DO NOT use Document Text or Commodity Text.

• Cheaper is not always better
  Price is not always the deciding factor when buying goods.  Other deciding factors include:  Lead time, quality, vendor service record, and delivery/shipping charges.  Use caution when selecting a vendor.  Some vendors may tell you what you want to hear just to earn your business.

• Checking Funds
  Prior to any purchase, funding must be available before a requisition is approved by a supervisor or the College credit card is used.  Monies must be in the appropriate GL for the item or service that is needed.  It is the budget manager’s responsibility to ensure funds are distributed correctly.  If a budget transfer is needed, the budget manager can request a budget transfer through the appropriate budget office.

• Cleaning supplies and Custodial Services
  Cleaning supplies should not generally be ordered for your office as office materials and supplies.  The college has a custodial department who is responsible for many cleaning tasks.
  
  According to Plant Operations: “Dusting around items on a desktop is the norm.  We do not remove anything from a desk due to the possibility of damage. Desks are cleaned and polished per the occupants request only after the removal of personal items prior to the cleaning.” Phones are sanitized each evening. Chalk/white boards are cleaned nightly. Faculty/Staff should notify custodial supervisors of any cleaning issues they may have. 

• Contracts and Agreements (Valencia Community College)
  All agreements, contracts, and other such documents shall receive a legal review and approval as to form by the college attorney prior to their execution and delivery to external agencies and entities unless there is no substantive change from a previously reviewed and approved form.
  
  No agreement, contract, or other such document shall be executed by any person on behalf of the College which contains any provision for indemnification by the College to any person or entity without the legal review and approval by the college attorney.
  
  The contract or agreement will be on file in the Procurement department, and a fully executed copy will be available for the Department and the external entity. Please refer to the College Policy 5-07 for additional information.

• Consultant Agreements
  The Valencia Contractor’s Agreement is composed of terms and conditions that have been pre-approved by Valencia’s General Counsel. This means that the agreement document, if not modified by the contractor/consultant, or a Valencia department, does not need any further legal review. An unaltered agreement form may be sent directly to the VP for Administrative Services (Keith Houck/Patty Nicholas) for signature. If the agreement form has strikethroughs or alterations of any kind, the agreement must be sent to Lisa Lovell (Valencia General Counsel’s Office) to review the changes to the template, prior to being signed by the VP.
  
  Every Contractor’s Agreements must be accompanied by a Banner Requisition. Please enter the corresponding Contractor’s Agreement requisition into Banner so Purchasing may begin to process the purchase order while the Agreement is on the signature /approval route, as described above.  Once Purchasing receives the signed agreement from the VP, a copy of the agreement and the purchase order is sent to the contractor/consultant.  An electronic copy of the purchase order and agreement form is available for viewing in Banner at:  FPIPURR and the icon circled below.

• Contracts (State of Florida)
  When requesting purchases from State of Florida contracts please have the vendor reference the contract number on their quotation and enter the contract number on your requisition. Procurement will verify the contract number, items ordered, and expiration date to insure proper documentation for audit reviews.

• Copier Codes
  With the refresh of new multi-functional devices college wide, we are installing on every unit all college wide departments’ copier code.  Example: OIT is a college wide account and therefore has one copier code for their department.  That code can be used at the Downtown location, on East Campus as well as West Campus, their home base.  New installs are also going to a 5 digit code.
  
  If you need a code loaded on a MFD unit, please contact Mary Ellen Davies (x5527).  You will need the System ID number on the unit and your reporting department Index.

• Copier Toner Scams
  It has been brought to our attention that phone calls are being made to departments claiming they are Seminole Office Solutions. (our multi-functional device vendor)  The calls claim to be made as a customer service call notifying you that you are in need of copier toner cartridge.  You are also notified that the cost of the toner has gone up.  This is a scam and one that has been around for a long time.  We usually have one every 6 months or so.  But the scammers are getting better and sometimes they even know your name and the system ID on your unit.  Beware!  Refer all calls to Procurement. Facts: The college does not pay for any copier toner.  The toner is included in our monthly service agreement with the company.  We do pay for supplies and freight and those invoices should be directed to the Procurement office for payment. Any questions or concerns, please contact
  Mary Ellen Davies at x5527.

• Copy Center and Copier Overage Charges
  Any charge to your account can be viewed in Banner.  This includes Copy Center charges and copier overage charges.  Use the form FGIBDST, and type in the pooled account 6200 for your Index/Orgn.  Under the YTD column for 620040, go to Options-Transaction Detail Information.  Your charges will be clearly marked.  Should you have any questions or concerns regarding either charge, you can call the Copy Center or Mary Ellen Davies.

• Courier Service: Expecting Mail?
  If you have not received an expected interoffice envelope and/or package from a Valencia employee within 2 days of it being sent, then please let us know immediately at ext 1756. All our mail routes are designed so that each campus receives same day delivery or next day delivery for mail sent throughout all the campuses. It is much easier to retrace our routes and locate any missing interoffice envelopes and/or packages within the first few days of it being sent.

• Courier Service Requests
  When sending interoffice mail, please include both the person’s name as well as the mail code when sending documents via the interdepartmental mail. This helps us avoid opening interoffice envelopes that might contain confidential information in them in order to determine which person it might be receiving it within the mail code. Also, we have begun to buy interoffice envelopes that includes a place for the date, person who is receiving the delivery, receiver’s mail code/department name, sender’s name, and the senders department. These new interoffice envelopes will also help us save money for the College as they are $12.56 less a box of 100 then our previous interoffice envelopes.

• Description and/or Statement/Scope of Work (SOW)
  The item description/statement/scope of work is the part of the requisition that describes the item or service to be purchased. Great care should be taken to describe the item or service in sufficient detail to ensure that what is desired is in fact delivered. Be as specific as possible; cite the specific performance, service, or deliverables that are required and quote number. Choose words carefully so that the Purchasing department and/or the supplier that eventually receives the order fully understands what is requested.

• Different Delivery Locations
  If you are ordering equipment or heavy material that needs to be delivered to several campuses, please create a separate requisition for each campus
  
  Example:  Downtown ‘Home office’ is ordering 100 lb ‘wigits’ for 4 campuses.  Two each for East, West, Osceola and Winter Park.  Instead of having all 8 ‘wigits’ (800 lbs) be delivered Downtown (no loading dock), and then dispersed to the different locations, create 4 different requisitions/PO’s that will be delivered to the location by the vendor.   This helps out our Courier Service Department and also speeds up the delivery process.

• Doing Business with the College
  A Vendor Business Profile & W-9 form is required for any vendor or person that conducts business with the College.  The information provided on these two forms is entered into our Banner database.  Checks from the College to a vendor cannot be issued without these forms.  Suppliers are set up based on their reporting name to the IRS.  Therefore, the W-9 form is a IRS required form. Some suppliers are difficult to find because of this reason.  Remember that no employee, acting in a private capacity, shall rent, lease, or sell any realty, goods, or services to the College.
  
  Contact your procurement staff before entering into any type of agreements to procure goods or services on behalf of the college.
  
  All requests and questions concerning vendor updates and set ups should be directed to valenciaprocurement@valenciacc.edu or by calling extension 5532.

• Employee vs Consultant
  If a person is an active Valencia Community College employee, they cannot also be hired as a consultant for the College.  If the employee is doing a special job outside their normal duties, they must be paid through the payroll process.  Please contact Payroll Department for complete process requirements.

• FedEx Office

FedEx Kinko’s is now called FedEx Office.  Valencia has entered into an agreement with FedEx Office for printing services.  This is another source for your copying needs with convenient locations and many operating 24 hours a day, 7 days a week.  You can also place orders on-line with a quick turnaround time!  Have your job delivered to you or pick it up on the way to or from work!

To receive Valencia pricing, you will need the account number associated with your campus.  This is for business use only.

See below for account numbers.

Copy Costs Sheets are located above all college copiers.  The breakdown is as follows:

Watch your mailbox for more information regarding the FedEx Office Corporate Account Program for Valencia Community College.

• Food Services - Catering Information
  For any catering need, please contact Ms. Ashley Doyle, the Catering Manager for Cabin Creek Foods, serving Valencia Community College.  Ashley may be reached by calling 407-582-2560.  Please check out the new Catering Guide, Request Form and Menu, as well as other food related information on the web:
  http://valenciacc.edu/procurement/FoodServices.asp

• General Operating Fund 1 Expenditures
  These funds are considered ‘State’ funds and expenses should be limited to educational or administrative expenses.  We are required by Statute and Rule to apply a fiduciary responsibility over the expenditure of tax payer funds.  With the exception of limited promotion and public relations accounts, these funds CANNOT be used for: Food or beverages, Coffee or coffee supplies, Entertainment, Departmental social functions, Holiday decorations for the office, office decorations for the office, Employee awards, gifts or recognitions, party supplies, personal items, tissues and cleaning supplies.

• GL Code: What Account (GL code) do I use?
  Account Codes are used to expense goods and services that the College procures.  It is very important to use the correct code for reporting purposes. A helpful detailed list with descriptions on the different account codes can now be found on the Procurement web-site: http://www.valenciacc.edu/procurement/facultystaff_FAQs.asp
  
  Example: For webinars or on-line seminars, use the account 605100

• FedEx Office Mailings
  Be on the lookout for FedEx Office mailings coming your way through interoffice mail.  Take advantage of our discount pricing using a FedEx Office walk in stores or on-line services.

• Institutional Memberships Using your P-Card
  Because the college is responsible for reporting all institutional memberships, when renewing any Institutional Membership using your P-Card, please type in the Transaction Notes:
  • Name of the Organization
  • Name of employees
  • Period covered by the membership

• Interoffice Envelopes
  The Courier Services Department kindly requests that all departments send back any unused interoffice envelopes to the mail room.  Please put them in your outgoing mail box so the couriers may pick them up during their next mail run.  This will help us save precious dollars as we can recycle our used ones back in the system and we won't have to buy new ones.

• Fund 1 and the Holidays
  Remember that Fund 1 money is not permitted to purchase items such as: holiday decorations, gifts, flowers or greeting cards.

• Fund Use Guidelines
  Visit: http://www.valenciacc.edu/procurement/facultystaff_FAQs.asp. This handy guideline lists Valencia’s different funding sources and what is permissible to purchase under each Fund.  Personal convenience items including clocks, plants, desk accessories, decorations, lamps, and tissues are just an example of what is not permissible to purchase using operational dollars (Fund 1).  For a more detailed list, please refer to the web-site.

• Moving of Copiers
  College copiers (or Multi-functional devices) are college wide property.  If your department is moving to a new location and you have a copier in your area, please contact Mary Ellen Davies (x5527) with the specifics.  In many cases the copier can be moved with the department.  However, since many of the units are leased, we would prefer that the vendor, Seminole Office Solutions move the unit and re-install.  This way the college is protected should anything happen in the move.

• Multi-functional units
  The college has leased/purchased the multi-functional units for departments to have the functionality of printing, copying, faxing and scanning all in one piece of equipment.  This one unit will/can take the place of desktop printers, desktop fax machines and desktop scanners.  They are also designed for small copy jobs.
  
  For instructions in how to fax or scan, please refer to the Operating Instructions manual located in each unit.
  
  If having trouble with the unit (jam paper, copy resolution, etc), the company supply/service phone number is found on the unit; Orders are placed when needed by the employee.  Keep in mind that in many cases, the toner cartridge and staples are included in our service agreement. All invoices for supplies or service should be sent to Procurement at MC 4-42.
  
  Toner Cartridge Fact: It is not suggested to order extra toner cartridges too far in advance because if you use them after 30 days of purchase they cannot be returned to our vendor if it’s not working right.  Please make sure to check all cartridge packages when they arrive for any defects.  It is also recommended not to store toner cartridges for more than 6 months.

• Multi Functional Device units Refreshed
  Multi functional devices (aka copy/print/scan/fax) are currently being refreshed at the college.  We started this program 3 years ago in order to get a handle of the use and needs of the college.  Because we have received good data over the years, units will be replaced based on usage.  This means that units will be ‘right sized’ for all areas and costs will be in line with the budget provided.  Since the implementation of this program, the college has saved money on the purchase of desktop printers, scanners and fax machines along with the savings of purchasing costly printer/fax toner cartridges.  If your worn out printer, scanner or fax machine is on its last leg, look to see where the closest multi functional device is located. 

• Office Depot Online
  Procurement's contract with Office Depot offers up to 40 % discounts to our departments. To take advantage of these great savings visit their website at: http://bsd.officedepot.com. If you do not have a login yet, please contact Annmarie Wise at extension 5543 or Janet Vivian at extension 5542.

  Other Contracts: A list of awarded bids and request for proposals is available at: http://www.valenciacc.edu/procurement/bids.asp
  
  If your department frequently buys a commodity or service that is not currently on contract, please contact any of us at procurement and we will work toestablish a competitively bid or negotiated contract or agreement on your behalf. We are always open for suggestions so please let us knowhow we can better meet your needs. Feel free to sent comments, ideas and suggestions directly to Ed Ames, Director, at eames@valenciacc.edu.

• Office Supplies
  Procurement works very hard to get the best possible price, excellent customer service, and best suppliers for the college to meet everyone’s needs.  Contracts and Agreements are put in place to guarantee we meet these requirements.
  
  When purchasing office supplies, you should always use either our own Bookstore or on-line ordering through Office Depot.  Our contract with Office Depot saves the college 40% off retail on most items!  While Target and WalMart are discounted chains, their pricing is still retail and the savings minimal. 
  
  To obtain an on-line ordering sign-on with Office Depot, please send an e-mail to Valenciaprocurement@valenciacc.edu and include your P-Card number.  Easy instructions will be sent to you and next day ordering is the norm.  For last minute items, our Bookstore is convenient and located on West, East, Winter Park and Osceola.

• Office Supply Companies
  The Procurement Department promotes and recommends the purchasing of consumable office supplies with Office Depot and the VCC Bookstore.  Through Office Depot, we have our own web-site with contract pricing unique to the college.  Next day delivery is the norm with a minimum $25 order.  This contract is a nationally competitive bid and Valencia is able to reap the awards in tremendous savings.  Office Depot also awards us on a quarterly basis with a rebate check back to the college based on our spending.
  
  Our Bookstore, located on East, West, Osceola and Winter Park offers competitive pricing for last minute requests.  Pick up what you need using your Valencia P-Card without leaving the campus!
  
  Many office supply companies are located in our surrounding area.  While they may be convenient to use (on the way to or from home), please remember that you are paying retail prices when walking into one of these stores.  Our contract pricing is not reflected when shopping at an Office Depot store.  Your best pricing will always be on-line with Office Depot or our Bookstore.
  
  Should you have any questions regarding office supply companies, please contact Annmarie (x5543) or Janet (x5542).

• P-Card Advisory
  Please do not pay for conferences, events, or classes hosted by Valencia Community College itself with a Procurement Card (This includes classes held at Valencia Enterprises).  Doing so causes the College to incur unnecessary bank fees to essentially process a payment to ourselves.  Instead, please contact the Budget or Finance office so a journal entry can be completed to process such payments.

• P-Card Audit Underway
  The Procurement Office is in the process of conducting its first college wide audit on all P-Card transactions during the FY0809.  In order to stay compliant with the procedures and guidelines as outlined in the P-Card manual, we are reviewing the following:

• Appropriate account code (GL code) used
• Itemized receipt
• Appropriate purchase
• Reviewed transactions
• Approved transactions
• Any Sales Tax charges
• Accessibility of information
• Purchasing of services/goods following college policy

Kacy Weekes or Mary Ellen Davies will be contacting you for a convenient date/time for both the Cardholder and Approver to review transactions. Any findings as a result of the audit will be subject to review at a later time.

• P-Card Balance Inquiry
  There are easy tools you can use to check your P-Card’s current available balance.

  You can:

  • Call the JPMorgan Chase Cardmember Service’s “800” number found on the back of your credit card.
  • Run Payment’s Cardholder Status report (step-by-step instructions for running this report can be found in Tab 3 of your manual

• P-Card Charges
  Vendors should not charge your account until the merchandise has been shipped; this should leave sufficient time for receipt of the goods before you have to reconcile your charge.  If your transaction appears on PaymentNet and you have not received the merchandise, you must call the vendor to follow up.

• P-Card Department Number Missing in Drop-Down Menu in Paymentnet
  If your department number is “Missing In Action” in the drop down menu in PaymentNet, have no fear!  Contact your PCard Administrator (Kacy Weekes) at x1974 so she can add whatever account number or index is needed.  The account number and index defaulted in at the time of download (Wednesday – noon) is the account that will be deducted from in Banner.

• P-Card End of Year Transactions
  You may use your P-card throughout the year end process, but please be aware that the transaction date is what will decide what budget the charge will go against. Keep this in mind and time your purchases accordingly.

• P-Card Expiration
  If your PCard’s expiration date is approaching, you do not need to order a renewal. A renewal PCard will automatically be sent to you before your current card expires.

• P-Card FAQ:
  
  Q: May a fellow VCC employee use my PCard to a make a business purchase?
  
  A: No. Per the PCard training manual, delegation, or giving an individual other than the named cardholder the ability to initiate or complete a transaction using a card is not permitted.  This includes someone other than the cardholder having physical possession of the card, access to the card number and expiration date, and access to receipts or invoices that display the card number and expiration date.  Note: this restriction does not preclude cardholders from making purchases themselves on behalf of other persons/departments with the proper approvals.

• P-Card Holders/Coordinators
  For a vast collection of helpful PCard information, look no further than the “links” section of the PaymentNet welcome screen.  From here you have access to the PCard manual, the VCC tax exemption certificate, a PaymentNet cheat sheet, and JPMorgan Chase’s learning website!

• P-Card Limit Reminder
  Although your credit card limit is based on your budget, the 2 systems (Banner and PaymentNet) are separate entities.  You may have credit available on your P-Card, but there is insufficient funding in your budget.  Always check your budget in Banner prior to each download.  The form in Banner to use is FGIBAVL.

• P-Card Purchases
  The Valencia P-Card cannot be used for purchases greater than $3,500.00 unless a competitively bid contract is in place for such items. Purchases greater than $3,500.00but less than $25,000.00require three (3) written quotes and must be submitted by creating a Banner requisition.Dollar amountsspent to the same supplier in any six month consecutive period contribute to the above competitive thresholds. Therefore, if you anticipate that your expenditures to any single supplier will exceed the formal bidding threshold of $25,000, please contact Procurement so that we may establish a contracton your behalf. Once a competitively bid contract is in place, the dollar thresholds, quote or bid requirements no longer apply. You may purchase as much or as little as you desire with no extra documentation on work required.

• P-Card Procedures and Guideline Manual
  An updated P-Card Procedures and Guideline Manual is now available on-line.  Version 2.8 (June 2009) can be found on our web-site at:
  http://www.valenciacc.edu/procurement/ProcurementCard.cfm
  Please replace your older version with this latest one.  Always review the current version to be aware of P-Card procedures as this type of purchasing is under constant audit review.
  
  Highlights include in Version 2.8:
  1. Cardholder credit limits are initially based on your departmental budget, then in accordance with average monthly spend.
     
  2. Copies of documentation for all payments processed through PayPal are required to be sent to Procurement for review.  Copies are to be signed by both the card holder and approver.
     
  3. Appropriate penalties will be strictly enforced regarding PCard use (ex. Personal charges, allowing someone other than the named cardholder to use the account, failure to review/approve transactions, insufficient funds, sales tax charge, incorrect GL code, purchases not complying to college policy, etc…)
     • First offense: cardholder and coordinator will be notified of violation via e-mail and will be given a card suspension warning.
     • Second offense: e-mail notice of card suspension warning will be sent to the cardholder copying the coordinator and Budget Manager.
     • Third offense: e-mail notice of card suspension will be sent to cardholder, coordinator, and Budget Manager. The card will be suspended for 30 days and training will be required prior to reinstatement.
       
  4. Any questions regarding PCards and practices should be directed to Kacy Weeks at ext. 1974

• P-Cards and Sales Tax
  The College is exempt from paying local, county and state sales tax so please notify vendors of our exempt status before initiating your transaction with them to avoid any issues.  The VCC tax exempt number is 85-8012739699C-1.
  
  The tax exempt certificate from the Florida Tax Commission may be provided to the vendor if necessary whenever a transaction is made. A copy is located at: http://www.valenciacc.edu/procurement/documents/2009ResaleCertificate.pdf. If a supplier will not reimburse or credit the college for sales tax that was inappropriately charged, it is the responsibility of the cardholder to reimburse the college.  Payment can be made at any Business Office with a copy of the receipt sent to Procurement for audit purposes. 

• P-Card Receipts
  Q. How long do I have to keep my PCard receipts on file?
  
  A. Valencia Community College is required to retain documentation of all Procurement Card transactions.  Departments should keep all Procurement Card documentation for Post-Audit review for three (3) years from the end of the fiscal year in which the transaction was completed. If using Fund 2, the retention period is for five (5) years.

• P-Card Reconciliation
  To be in audit compliance, PaymentNet transaction reconciliation duties must be performed on a weekly basis prior to the Wednesday download.  Please make provisions in advance to have an alternate reviewer/approver in place to cover for illnesses and vacations.  Once you have identified your alternate reviewer/approver, please notify Kacy, the P-Card Administrator of your selections.  Discuss with your alternates the process whereby they can get the required receipts and charge slips to the appropriate person to complete the weekly process.  Absenteeism is not an excuse for un-reviewed/un-approved transactions.  Since PaymentNet is an Internet web-based program, it can be accessed from any remote location.

• P-Card Reminders
  • Cardholders are responsible for reviewing their own transactions making sure correct accounting is used.
  • Card Approvers are responsible for making sure the card holder is correct in their accounting.
  • Budget Managers are responsible for the overall accounting and ensuring that Cardholders and Card Approvers are complying with College Policy and Procedures.

• P-Card Transaction Notes
  When adding notes to your P-Card transaction, please be sure to include specific details so that anyone reviewing the transaction (including auditors) can understand what the purchase is.  When using your P-Card for travel, give an itemized list in the description with a breakdown of who is traveling, how many nights we are paying for the hotel, etc.

• Paper Purchases
  You can purchase reams of colored or specialized paper from our Copy Centers.  Please contact West Word Processing at ext. 1266 or East Word Processing at
  ext. 2258.

• Paperless Society
  Sounds great!  But unfortunately we are not there yet.  There are ways you can help go in this direction. Scanning documents on your multi-functional device can eliminate making copies. Once scanned, you can either store the file on our Network or e-mail the file to someone who is requesting the information.  Meeting Agenda’s can be displayed on a projector or computer screen found in most conference rooms, instead of being printed. Think before you print!  You may save a tree.

• PaymentNet Transaction Dispute
  Did you know that PaymentNet has a useful feature that allows cardholders to dispute Pcard charges directly with our card issuing bank JPMorgan Chase?   A dispute can arise for many reasons, for example: failure to receive goods, duplicate charges, sales tax charge, incorrect amounts, etc. Note: Before using PaymentNet’s dispute feature, it is important that the cardholder first attempt to resolve the issue directly with the vendor.  Most disputes are resolved expeditiously in this way and credits are refunded to the affected credit cards. For questions regarding transaction disputes, please contact Kacy Weekes at x1974.

• PayPal and the PCard:
  While it’s understood that some vendors may rely on a third party processor such as PayPal to process their charges, this payment method has resulted in ambiguous vendor names appearing in PaymentNet and/or documentation that does not clearly identify the actual vendor to whom the payment is ultimately made.  It is for this reason that a copy of the documentation for payments made through PayPal must be sent to the Procurement Office.

• Printer Toner Cartridges Return Policy
  All printer toner cartridges have a 30-day return policy. Only order what you currently need.  If the cartridge is more than 30 days old, the cartridge cannot be returned to the supplier. Please make sure to check all cartridge packages when they arrive for any defects.  It is also recommended not to store toner cartridges for more than 6 months.

• Process Improvement Opportunities
  Help us help you!  We would appreciate your input to help us identify processes or procedures that could be improved that may make your jobs easier. E-mail your suggestions for improvement to valenciaprocurement@valenciacc.edu.

• Procurement encourages departments to submit quotes with their requisitions under $3,500. 
  A quote for any item/service is recommended for purchase regardless of the total cost.  This gives you (the user) a good idea of the item cost, any additional costs and freight charges.  By having this information prior to the purchase will cause no surprises when the invoice is sent for payment.  For purchases between $3,500 and $24,999, three (3) written quotes are required and should be sent in with your requisition.  The P-Card cannot be used for items in this category requiring quotes. Procurement will help obtain any quotes that are needed provided we have a good description of what is required.

• Procurement Terminology
  • Piggy Back: This term simply means that we may utilize an existing (competitively solicited) contract from another governmental organization.  Many government solicitations contain a clause that requires the vendor to extend the resulting contractual pricing to other governmental agencies.  This option often allows the college to take advantage of competitive pricing obtained by larger organizations.  There are additional cost savings through reduction in administrative expenses.  For example, we often “piggyback” on State of Florida term contracts.  Just another way we are able to obtain goods or services quickly at a good price.
  • Consultant: A consultant is a professional person who performs a service or gives expert advice to the College.  A consultant is also a person who is hired to make a speech or talk to a group of people. All consultants MUST complete the Consultant Service Agreement and sign a W-9 form before services are needed.  The Service Agreement contains all Terms & Conditions, and the W-9 form is an IRS requirement.  The name reported must be the same as the consultant files their taxes each year with the IRS. The Consultant Service Agreement can be found in Atlas under Valencia Forms.  The W-9 form can be found on the Procurement web-site: http://valenciacc.edu/procurement/vendor.asp. Employees can NOT be hired as consultants or 1099 suppliers. Per College Policy 6Hx28:3E-05.2, Code of Ethics for Public Employees. For complete information on Consultants/Agreements, please visit our website at: http://valenciacc.edu/procurement/facultystaff_FAQs.asp

• Promotional & Marketing Suppliers
  Valencia has a current contract for Promotional and Marketing items with American Ads Specialties, Carpe Diem Sales & Marketing, Mad Max Promotions, Metropolis Graphics, and Promotional Products Solutions.  In order for the college to honor our contractual obligations to these suppliers, we need to give them first right on any and all promotional and marketing items that the college requires. The contract requires that departments get written quotes for all purchases greater than $3500 from each of the five suppliers; this is how we ensure that all of the suppliers receive an equal opportunity to participate, and the college will receive the most competitive pricing available at any given point in time. Other advantages include the ability to make awards based on delivery requirements, quality and creativity as well as pricing.  See below for complete contact information:
  
  American Ads Specialties
  Contact: Tammy Lamm
  Phone: 407-649-7784
  Fax: 407-649-4772
  Email: tammy@americanadspec.com
  
  Carpe Diem Sales & Marketing
  Contact: Ben Johnson
  Phone: 407-682-1400
  Fax: 407-682-4707
  Email: bjohnson@carpedieminc.com
  
  Mad Max Promotions
  Contact: Sam Gotlib
  Phone: 407-359-1333
  Fax: 407-386-3223
  Email: sam@madmaxpromo.com
  
  Metropolis Graphics
  Phone: 407-740-5455
  Fax: 407-740-5537
  Email: info@metrogreek.com
  
  Promotional Products Solutions
  Contact: Jocelyn Azada
  Phone: 800-218-4350
  Fax: 414-258-4617
  Email: jazada@ppsolutionsllc.com
  
  Please feel free to contact procurement if you have any questions on how to utilize the new Promotional Items Contract.

• Purchase Orders Created By Procurement
  All Purchase Orders created by Procurement are faxed to the vendor.  The fax number that was given on the Supplier Business Profile is the default fax number and the one where the PO will be sent.  If you wish to have the PO faxed to another number or you do not want the PO faxed at all, please type in your line description or comment field your request.  Otherwise, all PO’s will be faxed.

• Purchase Order - Change Orders
  Certain changes and additions can be made to existing purchase orders.  In Banner, the form name is FPACHAR.  Only the two Purchasing Agents (Annmarie & Janet) can perform this task. Should you need a Change Order to an existing purchase order, send an e-mail to Valenciaprocurement@valenciacc.edu with the following information: PO number, reason why change order is needed, Index/Account
  
  Vendor or Document Level accounting indicators cannot be modified on a completed/approved purchase order.  Additional monies can be added to an existing purchase order.

• Purchasing Policy Review
  According to Valencia Community College Policy 6Hx28:5-10, the following spending thresholds require:
  
  $3,500 - $24,999: Three (3) Written Quotes are needed and each quote must be only from one company.
  
  $25, 0000 - $250,000: A formal invitation to Bid (ITB) or Request for Proposals (RFP), depending on the circumstances, is solicited and advertised by the Procurement Department  for comparative bids.  Award is approved by the Procurement Director with concurrence from requesting department.
  
  $250,000 +: Procurements exceeding this amount require the District Board of Trustees approval. 
  
  Best Business practice suggests written quotes for any goods/services under $1,000. 

• Questions? What department to call
  
  Accounts Payable Department:  Questions regarding Check Request, Invoices or anything that has to do with a payment.
  
  Budget Department:  Questions regarding your Budget or Accounts
  
  OIT: If you need assistance with your Banner Login Contact Dodie Dingley x1340
  
  Procurement: Banner Requisitions, Supplier  information, Supplier  Business Profile and W-9 forms, call us x5532 or email: valenciaprocurement@valenciacc.edu
  
  Help us help ourselves!  We need your input to help us become a more efficient department.  Let us know what process or procedure could be improved to make your life easier!

• Quotes
  Procurement encourages departments to submit quotes with their requisitions under $3,500.  A quote for any item/service is recommended for purchase regardless of the total cost.  This gives you (the user) a good idea of the item cost, any additional costs and freight charges.  By having this information prior to the purchase will cause no surprises when the invoice is sent for payment. 
  
  For purchases between $3,500 and $24,999, three (3) written quotes are required and should be sent in with your requisition.  The P-Card cannot be used for items in this category requiring quotes.
  
  Procurement will help obtain any quotes that are needed provided we have a good description of what is required.

• Quotes (Back Up information)
  Procurement encourages departments to submit quotes with their requisitions.  This gives you (the user) a good idea of the cost of the good or service and it gives Procurement a bench mark from which to work to finalize the purchase.  This may or may not end up being the "official" quote. If the submitted quote does not end up being the "official quote, (the one that we use) then procurement will obtain the necessary quotes. Procurement will help obtain any quotes that are needed provided we have a good description of what is required.

• Retention of Records and Destruction of Records
  The Bureau of Archives and Records Management in Tallahassee publishes a General Records Schedule for Universities and Community Colleges.  This publication includes the length of years records should be kept and the proper disposal of them.  The web-site is http://dlis.dos.state.fl.us/recordsmgmt/gen_records_schedules.cfm. If your department has old records that need to be destroyed (shredded), you can place a work order through Plant Operations for the pickup of such documents.  Seal the box and label it “Shred”.  The college has a company that comes to dispose and shred documents properly.  A certificate of destruction is issued for your records.

• Reviewing and Approving P-Card Transactions
  The Reviewing and Approving of all P-Card Transactions is a procedure that is critical to the success of the P-Card program.  Without this step our checks and balances would not be in place and potential fraud charges could appear.  It is most definitely an audit criticism and susceptible to the suspension of your card.

• Scope of Work (SOW) (Description and/or Statement)
  The item description/statement/scope of work is the part of the requisition that describes the item or service to be purchased. Great care should be taken to describe the item or service in sufficient detail to ensure that what is desired is in fact delivered. Be as specific as possible; cite the specific performance, service, or deliverables that are required and quote number. Choose words carefully so that the Purchasing department and/or the supplier that eventually receives the order fully understands what is requested.

• Seminole Office Solutions
  When ordering any supplies (toner or staples) for your Panasonic multi-
  functional unit, you can:

Phone:  407-830-7950
Fax:  407-830-1399
E-mail:  info@sopfl.com

When placing a service call, you can access their web-site at: www.sosfla.com. The only information you will need is the System ID number located on the front your machine. All supply/service invoices are paid by the CW Account.  Should you receive an invoice in error, please send to Procurement, MC 4-42.

• Software Purchase
  All software requests require OIT approval first. The reason being is that we may already own the software and a license may be available through OIT. OIT staff will also need to evaluate the hardware and operating system before additional software is loaded onto a computer. Please contact the OIT Help Desk at x5555 for additional information regarding software purchases.

• Supplier Diversity
  Because one of our college goals is to support local, woman and minority owned companies, we encourage our departments to maximum utilization of our diverse supplier communities like Native American, Woman/Women own, African American, Hispanic American, and Asian American.  If you need help identifying any one of these suppliers, please call us at x5532. The Procurement Office seeks active participation through advertisements, Invitations to Bid and Requests for Proposals for procurement activities.  We have also established negotiated contracts with several local, minority owned businesses for items such as toner cartridges, name tags, stamps, paper, and custodial supplies.

• Tax Exempt
  Valencia is a tax exempt institution. For on-line purchases let your supplier know that we are Tax Exempt prior to making your purchase.  You can find The Tax Exempt Certificate on the Procurement website http://valenciacc.edu/procurement/vendor.asp .
  Note:  Tax is NOT reimbursed to employees if using petty cash. 

• Temporary Services
  The College has a contract with 3 reliable temporary employee services that are a result of a competitively bid Request for Proposals.  Temporary services should only be used when additional help is required for a short time period.  It is not to be used to replace a position that is no longer supported. 
  
  Our agreement with the temporary agencies includes services up to a 40 hour work week.  We do not pay any overtime using temporary agencies.  Supervisors should be aware and clock all time worked by their temporary employee. Please keep in mind, the temporary employee cannot be a Valencia Community College employee.
  
  In alphabetical order they are:
  
  Ach of America
  DBA Aue Staffing
  Contact: Lance Brancato
  Account Executive
  Phone: 321-752-1032
  V# V03151696
  
  Adecco
  Contact: Jayme Reitz
  Branch Manager
  Phone: 407-240-3005
  V# V03151370
  
  Employment Resources
  Contact: Sherman Woodard
  Business Development Executive
  Phone: 407-647-8367
  V# V03151364
  
  Contact the HR Department first when requesting temporary help. 

• Toner Cartridge Return Policy
  All printer toner cartridges have a 30-day return policy. Only order what you currently need.  If the cartridge is more than 30 days old, the cartridge cannot be returned to the supplier. Please make sure to check all cartridge packages when they arrive for any defects.  It is also recommended not to store toner cartridges for more than 6 months.

• Toner Cartridge Scams
  Beware of solicitors who call you and want to send you any type of toner cartridges.  This is usually a scam. The college has contracts with our copier vendors who provide us with FREE toner (cost is covered in our service contract).  Desk top printer toner is ordered when needed by departments.  There are 4 local companies that we distribute the orders among and all four companies along with their contacts are listed on our web-site: http://www.valenciacc.edu/procurement/facultystaff.asp

• Transaction Details in PaymentNet
  Transaction notes in PaymentNet should list the type of items/services you have purchased.  If the vendor does not have Third Level reporting capabilities like Office Depot or Dell where you can drill down to the line items, then a good description of your purchases should be listed.  While an Invoice number may be a reference to you, it is not clear to the folks who audit.
  
  Do not type “supplies or miscellaneous items” for XYZ function.  We need to know what type of supplies and what purpose they are being used.
  
  Purchases may be self explanatory to the card holder, but approvers, administrators and auditors need detail. 

• Updated Banner Supplier List
  A recent download of all entered Banner suppliers can be found in Atlas under the Finance tab.  This is a helpful tool for you to find your vendors and identify their VID number.  Since the VID number is the key to looking up information, it is recommended that you keep a list of your most used vendors along with their VID number for easy access.

• Vendor Solicitation
  It seems in today’s economy, the College is being bombarded with overzealous sales persons who are seeking business opportunities regardless of the need. While the Procurement office is prepared to field the daily vendor calls and requests, we understand that departments are also feeling this pressure. Please direct any vendors to our office. We hold monthly Vendor Meetings to inform companies how Valencia conducts business. It is good information and the vendors are appreciative of our time. An Invitation with more details can be found on our web-site
  http://www.valenciacc.edu/procurement/vendor.cfm

• Viewing of attached documents in Banner
  Procurement has been attaching Supplier Business Profiles & W-9 forms to vendors entered into the system since July 1, 2008.  We are also slowly but surely attaching forms to vendors who were entered prior to this date.  To view a supplier attachment, use the Banner form: FOAIDEN and the below circled icon.

On the Purchase Order side, we are attaching quotes or any other pertinent information to the PO number.  To view these attachments, use the Banner form:  FPIPURR and the below circled icon.