Question:

What challenges do you continue to face, if any?

Reconciliation can become an issue when borrowing travel cards, so we are looking into more centralized travel purchasing.

What do I use a Direct Pay Request for and what is maximum dollar limit and where are these forms located?
The Direct Pay Request (DPR) is for one time purchases of allowable goods and services less than $1,000.00. Please review the Direct Pay Guidelines.
What is the Consulting and Professional Services (C&PS) Form used for and where is it located?
A Consulting and Professional Services (C&PS) Form or contract is required when contracting with a professional for consulting or personal services. If the individual providing the service is an employee of The University of West Florida (UWF), do not fill out this form; but instead process an Action Sheet and contact the Office of Human Resources (OHR). For complete information, refer to the C&PS Form Instructions (pdf).
Access the C&PS Form (pdf).
For individuals who are independent contractors/consultants and are not a UWF employee, and the cost is less than $1,000, fill out the C&PS Form in lieu of a Direct Pay Request Form. Submit the completed form to Accounts Payable in The Controller's Office for issuance of check. If the cost is $1,000 or more, submit a Banner Requisition; fill out the CP&S form; and, send as an attachment referencing the Banner Requisition number.
How do I get an individual or business added to Banner for payment purposes?
All vendors being issued a Purchase Order (PO) or being paid by Direct Pay must complete the online Vendor Registration process. The online registration includes the certification necessary to comply with Federal requirements. All PO or Direct Pay vendors must complete the online registration process to allow the processing of payment(s).
NOTE: If vendor does not have access to internet, they can provide their W-9 to Procurement and Contracts (by faxing to ###. ###.####) and a manual registration can be entered by Procurement.
The PCard and Student Vendor Registration is an internal online process used by UWF employees only. This process is to enter PCard and Student Vendors only. When entering a PCard Vendor the Vendor's nine-digit FEI (Tax ID Number) is NOT required.
For any questions that are not covered here or if you have additional questions and need help, please call Employee 2 in Accounts Payable at (850) 474-3046.
Where do I send invoices to being paid on Purchase Orders?
Please send all invoices to Accounts Payable with the following notation written on the invoice:
• "OK to pay";
• Date the invoice is being approved for payment; and,
• Signature of person approving payment.
Accounts Payable has to have originals for their files. Please make sure that the department also makes and keeps a copy of the paperwork for their files.
When paying an individual on a Purchase Order (PO), what must I do in order to get them paid?
A Consulting and Professional Services (C&PS) Form is required when contracting with an individual/professional for consulting or personal services. The C&PS Form should be filled out and the original sent to Accounts Payable. Email a copy of the C&PS Form to Procurement and Contracts (procurement@uwf.edu) and reference the Banner Requisition Number in the subject field. For complete information, refer to the C&PS Form Instructions.
I know a Purchase Order (PO) has been issued to the vendor, but I don’t see the payment in my Departmental Activity report when I look for it. Who do I contact to see why payment has not been made?
Please contact Employee 1 in Accounts Payable to see if she has received an invoice from the vendor. Accounts Payable does not pay any invoice without the department’s written approval. It is also possible that the invoice was not sent directly to the Controller's Office.
What must I do when all merchandise has been received and services performed and paid for and there is a balance left on the purchase order?
After verifying with Accounts Payable that all payments have been made on the Purchase Order (PO):
• email Procurement and Contracts and give them the Purchase Order Number;
• request they close the Purchase Order to release the remaining funds back into the index they were encumbered in.
If there is a dispute with a vendor concerning services rendered or merchandise received, what must I do?
Contact Employee 1 at ###. ###.#### or Employee 2 at ###.###.#### and let them know the situation. If the vendor calls them requesting payment, they will know how to handle the situation.
If I want to return any items that are on the Purchase Order (PO), who do I contact?
There is a Return Merchandise to Vendor Form and Instructions available on Procurement's internal web site.
If the total amount of invoice is over 10% of the amount of the purchase order what must I do?
A Change Order for the new invoice amount will need to be submitted to Procurement & Contracts so they can increase the Purchase Order.

Payment acceptance restrictions (No Check only credit card) or processing fee for Credit Card payment

Vendor wanting to keep card on file

if want to use card, internal approvals and possible expensing challenges

Credit card acceptance (or additional fees charged by merchant), versus the need to collect the necessary paperwork and go through the steps to set up a payee as an AP supplier (especially if it's just a one-time or infrequently used supplier, i.e. annual memberships or subscriptions).

N/A

No challenges

Do all departments have pcards? Some push back.

Obtaining the proper tax document and/or banking details from the supplier to setup their one time record and make payment.
Else, downstream reconciliation if it goes on an employee card and may not fit into the standard T&E or PCard expense types.

No challenges using this payment method.

Registering suppliers in a timely manner.

Time and resources

Timely reconciliation of Pcards, challenges with seamless integration between JP Morgan's PaymentNet data into our ERP, lack of required training of all personnel with purchasing responsibilities on the importance of timely and proper reconciliation for accounting and reporting purposes.

N/A

Still rolling out product so too early to answer.

no challenges as such

International vendors that won't take a card

Everything is very manual

Consistency/communication on process

Some vendors dont accept CC payment, so we have to create a vendor profile for one off vendors.

not all vendors (especially international or small local merchants) accept credit card. This led to leveraging a third party service provider.

Virtual cards would be convenient for travel expenses, but not all of our travelers have organization issued cell phones. We can't ask an employee to use their personal phones when there are organizational/legal restrictions on use and public information requests.

using a p-card is better than writing a check

Budget for resources to implement individual virtual cards and a cloud base travel platform like Concur (we already have virtual card payments in Ariba for punchout catalogs for major suppliers). This would be ideal to replace declining balance/event cards because it would be more efficient that regular cards since expiration dates, MCCs, limits and individual card statement reconciliations would be eliminated.

If the cost is greater than the PCard transaction limit, it requires a professional buyer or accounts payable agent with a high-limit PCard to make the payment, but that is often preferred from a control standpoint anyway. Cutting checks are challenging and costly, especially if the merchant has to be added to a vendor list first.

We need a virtual travel card, single use or something but lack of staff to support the program is an issue

Onboarding new suppliers is hard, we prefer to use P-card or virtual cards when possible.

test

When using a credit card, many suppliers charge fees and the fee percentages seem to be getting larger.

Not allowing payments by p-card or virtual card.

Making sure the information is current and correct.

Times when a PCard would be easier but there's one offs that needs to be paid with a PO which is a more drawn out process.