July Procurement News

Week of July 30th – August 3rd

Grant Approval in PaymentNet
A new column has been added in PaymentNet to include grant approval. This box is similar to the purchasing box where procurement staff checks the box to approve the purchase. The grants accounting department will now be checking the grants box to confirm approval of grant purchases, which includes all indexes starting with a “2” with the exception of student development.

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New Purchasing Module for Banner Finance Manual
A new purchasing manual for the Banner Finance Module can be found in Atlas under the Budget & Finance tabs. This manual is used in the purchasing module for the monthly Banner Finance training class. For information about upcoming Banner Finance training, visit the EDGE.

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Tax Charged on P-Card
Because the college is tax exempt, tax should not be charged by any Florida-owned business. If tax is charged, the cardholder is responsible for notifying the vendor for a reimbursement. If reimbursement cannot be made, then the cardholder must reimburse the college at any business office. The business office receipt showing the payment should be kept with the original transaction record for auditing purposes.

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Week of July 23rd-27th

MFD’s (copiers) – New Supply Ordering
Effective August 1, 2012, all supplies including toner, staples and copy paper for the MFD’s (copiers) can be ordered by e-mailing the East or West Campus courier service departments.

When placing an order for toner or staples, always include the System ID number located on your machine. Only one toner cartridge will be delivered at a time. Toner should never be stored for longer than six months. While the toner cost is absorbed in the monthly service agreement, there is a charge for staples. The service contract and supplies is paid out of a college-wide budget and any invoices should be sent to procurement at MC 4-42 for processing.

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MFD Service Calls
Service on all MFD’s (copiers) should be directed to the vendor – Seminole Office Solutions. Their information is as follows:

Phone: 407-830-7950
www.sosfla.com/customercenter

The System ID is required. You may also reference the PO numbers for FY1213, which are:

  • P1300033 – DTC & CJI
  • P1300004 – Winter Park
  • P1300032 – Osceola
  • P1300039 – East
  • P1300034 – West

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Week of July 16th-20th

Purchasing Computers and Laptops
All computers (including Macs) and laptops, regardless of the funding, should be requested through our OIT department. OIT is responsible for the inventory and maintaining of these units. To obtain a quote for your hardware needs, email quoterequest@valenciacollege.edu.

Standard e-quotes and configurations for both laptops and desktops can be found below:

All Dell purchases require an e-quote.  OIT will refresh the webpage e-quotes monthly to ensure proper pricing and upgrades. Once you have your e-quote, a Banner requisition should be created and in the description, the e-quote number.

Desktops/laptops that cost less than $1,000 should be coded to 705060. Desktops/laptops that cost more than $1,000 but less than $5,000 should be coded to 706060.

Any upgrades or modifications outside the standard configuration should be approved by OIT with the new e-quote.

The college currently has contracts with Dell and Hewlett Packard. Any deviation from these manufacturers needs to be approved by OIT.

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Bidding Thresholds
State of Florida law, college policy, good business practices, and the responsibility for the expenditure of public and grant funds dictate that Valencia follows a procedure of competitive bidding whenever possible. Valencia seeks suppliers that will provide quality materials and services at a fair and reasonable price, delivered on time.

Competition is required prior to issuing a purchase order on any item/service that does not already have a contract with the college.

  • <$5,000: Quotes are not required, but suggested for good business practice. Many goods or services can be purchased using the college p-card
  • >$5,000 <$34,999: Three written quotes are required and a Banner requisition submitted to procurement along with the quotes
  • >$35,000: A formal request (ITB, RFP, or RFQ) is required
  • >$325,000: A formal request is required and Board of Trustee approval

Limits can include a single item or multiple purchases to the same vendor that are split up.

Currently the college does not have a contract for promotional items. Therefore, three quotes are required and purchases need to be made by creating a Banner requisition. A list of locally owned promotional item companies can be found on our website.

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Cardholder Responsibilities
P-Card holders are responsible for the safety and use of their P-Card. When a cardholder is on approved extended leave from the college (maternity, FMLA, vacation, etc.), the procurement office should be notified so the P-Card can be temporarily suspended. Once the cardholder has returned, the suspension will be lifted.

Never give your p-card to another employee or your PaymentNet sign-on and password. This is a violation of P-Card procedures and guidelines and could result in the termination of your P-Card.

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Banner Finance Training
Banner finance training has been divided into two sections; banner finance budget and banner finance purchasing. These three to four hour sessions are held once a month in a computer lab. Banner finance budget training is required prior to the issuance of a p-card and before attending the purchasing training. Below are scheduled classes for July and August. Please register through the EDGE to attend.

Banner Finance (budget only)

  • Friday, July 20, Winter Park Campus, Room 219, 8:00 a.m. – 12:00 p.m.
  • Friday, August 17, Winter Park Campus, Room 219, 8:00 a.m. – 12:00 p.m.

Banner Finance (purchasing only)

  • Thursday, July 26, West Campus, Room 6-118, 8:00 a.m. – 11:00 a.m.
  • Thursday, August 23, West Campus, Building 6, COD1, 8:00 a.m. – 11:00 a.m. *Cancelled*

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