June 2015 Procurement News

Beware of Toner Scams

ink-cartridges-groveBy Rhonda Ulmer, Managing Director, Procurement

Have you ever heard of the old toner or ink scam where someone sends you a cartridge for your printer, and then tries to bill you some overpriced amount even though you never ordered it? This scam has been around for many years, and recently Valencia employees have been receiving calls from an individual named “Josh” in an attempt to ship toner without authorization.

The call begins with a simple question about the type of printer you have or a request for information about an invoice or credit card to ship the toner.

If you receive a suspicious call relating to toner, do not provide the caller any information and advise him or her to contact the Procurement Office at ValenciaProcurement@valenciacollege.edu.

Remember, that toner must be purchased from the list of authorized sellers on the Procurement Web page.

If you have any questions, please contact me at rulmer@valenciacollege.edu or extension 3861.

Fiscal Year-End Deadline Correction and Reminder

Please note that there was an error on the 2014-15 Fiscal Year Closing Guidelines and Timeline document in the Electronic Time Sheets section regarding the due date of paper time sheets for fiscal year-end processing. Any late paper time sheets related to hours worked on or before Tuesday, June 30, 2015, received after Wednesday, July 22, 2015,  (change from Wednesday, July 8, 2015) will be charged to the 2015 –16 fiscal year.

Remember that procurement card transactions downloaded on Wednesday, July 1, 2015,  (posted to PaymentNet between Saturday, June 20 – Friday, June 26, 2015) and Wednesday, July 8, 2015, (posted to PaymentNet between Saturday, June 27 – Tuesday, June 30, 2015) will be charged to fiscal year 2014 – 15. The July 8 download will be the last download for FY 14/15.  There will be a second download on July 8 that will include transactions with a post date of Wednesday, July 1– Friday, July 3, 2015, that will be posted to FY 15/16.

For additional details regarding fiscal year end closing, refer to the FIscal Year-End Closing Guidelines and Timeline (revised) for Tuesday, June 30, 2015 in Atlas.

Money Saving Tip

lanier-mfd-groveFor departments that have color MFDs (multi-functional devices), please default your print jobs to black and white. You can always change to color for select jobs.

Seminole Office Solutions charges the College for color “images,” which includes copies and print jobs. The Budget Office charges departments “overage” on the copy side, but an increase on the printing side will result in charging departments for color prints.

While the MFDs are the most efficient means of a print job, there are still expenses. The costly toner is included in the monthly service fee, but there is a small fee for each print. Even if you are printing a black and white document, if your default is set to color, the College will be charged for color.

The copy default is black and white on all MFDs, but you can change this should you need a color copy.

The better informed we are, the better decisions we can make. We also become better stewards of our money.

Year End is Fast Approaching

In order to receive your goods/services prior to Tuesday, June 30, 2015, please complete your requisitions with the appropriate lead time. It is best to check with your vendor to see if an item is in stock and can be delivered before our fiscal year ends. Purchase Orders will not be issued after Friday, June 19, 2015, to ensure all deliveries.

Send an email to Valenciaprocurement@valenciacollege.edu to close any/all purchase orders that are no longer needed or have money still encumbered on them. Run the Banner report “FGROPNE” for a list of your encumbrances.

P-Card Purchases/Reminders

p-card-close-grove

  • Any travel in FY 2015 – 16 should be paid out of the new budget and not this year’s budget. If the registration is an early bird registration with a reduced cost, it is permissible to pay at this time. Some flights and hotel reservations are also permissible, especially if the travel is in July 2015. Hotel rooms should never be paid in advance. Only a one night deposit, which is refundable, can be made in advance using the P-Card.
  • The P-Card can be used for goods/supplies that are permissible on the credit card with no cutoff date. However, keep in mind that transactions downloading on Wednesday, July 8, 2015, (posted to PaymentNet between Saturday, June 27 – Tuesday, June 30, 2015), will charge to the FY 2014 – 15 budget. Transactions downloading on Wednesday, July 15, 2015, (posted to PaymentNet between Wednesday, July 1 – Friday, July 10, 2015) will charge to the FY 2015 – 16 budget.
  • Please be mindful when purchasing printer toner cartridges. Do not stockpile printer toner cartridges, as each cartridge only has a one-month return policy from the vendor. Toner that sits for six months or more may cause printer problems.
  • Three quotes are required for items/services greater than $5,000 and cannot be purchased using a P-Card. Please refer to the P-Card Procedure and Guideline Manual for detailed information.

Updated Tax-Exempt Certificate

Please keep in mind that the College is a tax-exempt institution and should be not be charged tax by any Florida-owned business when purchasing goods.

The 2015 tax-exempt certificate has been updated in Atlas and can be located under the Procurement User Resources (Budget tab), and/or this link.

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