February Procurement News

Week of February 27th-March 3rd

Key Provisions of College Policy 6Hx28:3E-05.2
College Policy 6Hx28:3E-05.2 deals in part with employees doing business with the College. This is a must read for all college employees who have outside businesses.

Key provisions of the Policy include:

Doing business with the College: Subject to certain exemptions as set forth in Section 112.313(12), Florida Statutes, no employee, acting in a private capacity, shall rent, lease, or sell any realty, goods, or services to the College.

Misuse of public position: No employee shall corruptly use or attempt to use his or her official position or any property or resource which may be within his or her trust, or perform his or her official duties, to secure a special privilege, benefit, or exemption for himself or herself or others.

Conflicting employment or contractual relationship: Subject to certain exemptions as set forth in Section 112.313(12), no employee shall have or hold any employment or contractual relationship with any business entity which is doing business with the College; nor shall an employee have or hold any employment or contractual relationship that will create a continuing or frequently recurring conflict between his or her private interests and the performance of his or her public duties or that would impede the full and faithful discharge of his or her duties.

Prohibitions against doing business with the College shall be construed to prohibit College employees, acting in a private capacity, from engaging in the sale of instructional materials to students except as a regular part of the operation of the College such as sales through the college bookstore.

Violation of any provision of this policy shall subject the employee to the civil penalties provided in Section 112.317, Florida Statutes, which include, but are not limited to, dismissal from employment; as well as subject the violator to the criminal penalties provided in Section 112.3173, Florida Statutes.

For a full list of the college’s fiscal policies, please refer to the General Counsel website.


Week of February 20th-24th

Valencia Employees vs. Consultants
If a person is an active Valencia employee, they cannot be hired as a consultant for the college. If the person is doing a special job outside their normal duties, they would still get paid through the payroll process. Please contact Bettie Cooper at BCooper11@valenciacollege.edu for more information and procedure guidelines.


Checking your Budget before a P-Card Download
In order to avoid insufficient funds after a p-card download, you should always check your available budget in Banner using FGIBAVL prior to the Wednesday noon download.  Many departments have multiple staff members using the same budget and if you are not tracking your spend; it is easy to end up with an NSF.


Don’t Wait Until the Last Minute!
Wednesday noon is p-card download time! The transactions that download on Wednesday are the transactions that posted to PaymentNet the previous week. Transactions should be reviewed every day, particularly if you are a cardholder who has several transactions in a week. Best business practice is to scan your receipts and e-mail them to your approver for a quick response time.  Approvers cannot approve your transaction without a receipt.  Your promptness is greatly appreciated by the procurement staff.


 Week of February 13th– 17th

The Excellence in P-Card Practices Award
For the first time the procurement office has begun to formally recognize employees with a certificate, like the one pictured below, for compliance and attention to detail while using the college’s p-card.

For those who use or approve a p-card, you may know how difficult it can be to write excellent descriptive notes, review and approve transactions, and ensure that no tax is charged to your card. The purpose of distributing these certificates is to put a positive spin on the p-card program and recognize employees who demonstrate excellence in the various tasks that come along with holding a p-card.

The following employees will be the first group to receive certificates to recognize their excellence in making or approving p-card purchases.

Kristin Abel: For her attention to detail with excellent notes since 2005.  No infractions or findings for the past two years.

Jim Anderson: For his excellent descriptive notes since 2004. 

Aaron Babcock: For the best new cardholder since his p-card was issued in October 2011 with excellent descriptive notes.

Valerie Burks: For her excellent descriptive notes since October 2010.

Sylvia Martinez: For her excellence to detail since 2004. No infractions or findings for the past two years.

Carmen Perez: Most improved cardholder since her desktop audit in September 2011.

Jeffrey Stuckey: Best new cardholder since p-card issued in July 2011 with excellent descriptive notes.

There are currently 200 p-card holders at the college, spending approximately $19 million last year, of which $10 million came directly from our Bookstore.

Congratulations to all and stay tuned for more awards, which will be distributed on a quarterly basis! –The Procurement Team

If you have any questions or would like to learn more about the college’s p-card program, please refer to the procurement website.


Software Purchases
Prior to purchasing any software, you should check with our OIT Department.  Many times the college has already purchased several licenses that may be available to you. Software will need to be evaluated by OIT to ensure proper installation, appropriate hardware, operating system and support. They are the experts on software and can help you in your decisions.

Please contact the OIT Help Desk at extension 5555 for additional information.


A Note About PaymentNet Icons

The ‘yellow box’ or dispute icon is only to be used when a transaction is NOT yours or is unrecognizable. Contact the p-card administrator before using this icon.

The ‘red flags’ are compliance “helpers” for the Procurement staff to monitor. If your purchase is over $5K, a red flag will automatically appear. Or if you have a purchase to the same vendor on the same day, red flags will appear. The procurement office is looking for split transactions to circumvent the system.


The Purchasing column has been added in PaymentNet for the procurement staff to review transactions. While there are three of us reviewing the transactions, a checked box lets the other staff members know that it is good to go.



Week of February 6th-10th

Tips, Gratuities and Travel
According to Valencia Policy 6Hx28:5-08: Travel by Authorized Personnel, the college will not reimburse an individual for Florida State tax charged, valet service, special entertainment, tips or any item of a personal nature. This includes any fees for early check in or upgraded airline seats.

For questions regarding travel, please contact the Accounts Payable Department.


Great P-Card News!
Infractions. It’s an ugly word, and no one likes to get them. But progress has been made to decrease the number of infractions each week from a year ago at this time. With your diligence, increased desk-top audits, approver participation, and additional ‘eyes’ on the weekly download, infractions have decreased from 174 in FY 2010/11 to 84 in FY 2011/12! That’s nearly a 50 percent improvement. Way to go cardholders and approvers!

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