This information is designed for use by departmental staff and administrators who purchase equipment, materials and services used for university business, as well as faculty and staff who will reconcile UF credit card purchases in myUFL. The UF credit card is known as the PCard.
Frequently Asked Questions
Check these Frequently Asked Questions for answers to specific purchasing and payables questions. Additional FAQs are available for the PCard.
Glossary
A glossary of terms is available to help you with definitions of terms and acronyms used in the myUFL systems for purchasing and payables and all other parts of the systems.
Forms
Certain transactions in the myUFL financials system also require the use of forms to request actions or for documentation purposes. UF Purchasing has a number of forms for purchasing and PCard. Frequently used forms for purchasing and payables include:
- Alternate Check Delivery Form
Use this form to ensure that a check is either mailed to an alternate delivery address or held for pickup in Elmore Hall. - Transaction Authorization Form
This form must to be completed when no invoice can be produced or when there is no supporting documentation for E2E, E2R, unencumbered, and encumbered transactions. - UF Purchase Order Change Request
Use this form to make changes to Purchase Orders. - Bank Wires
Use this form to request a wire payment. - Adding Vendors
Please use the Vendor services page to find the appropriate forms. - Approval to Pay Moving Expenses Form
No commitment to expend university funds for the payment of moving expenses are made without prior approval by the appropriate dean or director.
Training Materials
Instruction Guides
- PCard Training for Reconcilers and Approvers
This certified session is designed for those who will reconcile and approve UF credit card purchases in PeopleSoft. - For more training materials, visit the myUFL Toolkits pages at http://hr.ufl.edu/training/myUFL/Toolkits/.
Additional Resources
- Accounts Payable
Checklist
Use this checklist to complete requests for End User roles for Accounts Payable in the Access Request System (ARS). - PCard Checklist
- End
Use this checklist to complete requests for End User roles for PCard in the Access Request System (ARS). - Purchasing
Checklist - Core
Use this checklist to complete requests for Core User roles for PCard in the Access Request System (ARS). - Purchasing
Checklist - End
Use this checklist to complete requests for End User roles for Purchasing in the Access Request System (ARS). - PCard Checklist
- Core
Use this checklist to complete requests for End User roles for Purchasing in the Access Request System (ARS). - Complete Listing of PeopleSoft Categories and Corresponding
Buyers
This table displays the Category Codes and the corresponding buyer in UF's Purchasing department. - FY 2006 Move Procedures and Letter of Intent
In order to assure the party being moved can secure dates desired it is recommended the forms be submitted 30-45 days prior to the desired move date. - ID Transfer Workflow
This document describes how interdepartmental transfers get routed through the myUFL systems.
Policies
Purchasing Policies and Procedures apply to all purchases of commodities and services whether funded by state appropriation, grants or auxiliaries.
Security Roles
- UF_FI_FUNC_USER
Required for anyone who has an end or core user role for any myUFL Financial system. - UF_GL_FISCAL_FUNCTIONS and UF_GL_RESEARCH_REPORTING and ReportSuperUser
Required for anyone who has an end or core user role and must view or run reports in PeopleSoft (not Enterprise Reporting) to perform their job duties. - Financial Business Unit Access Roles
Required for any account with end- or core-user access to PeopleSoft Financial systems. These roles specify the business unit(s) to be accessed by an account.
End User Roles
- UF_AP_INQUIRER
Access AP inquiry pages like voucher inquiry, payment inquiry, document status inquiry and the purchase order inquiry panel. (P3) - UF_AP_REPORTING
Runs, views, and prints reports on vouchers, payments, matching, vendors, and 1099. (P3) - UF_AP_VCHR_PRCSSR_DSO
Receive invoices. Enter invoices and interdepartmental transfers as approved. Budget check online vouchers. Maintain and/or forward vendor invoice and supporting documentation to Central Payables area. This role is limited to Direct Service Organizations (DSOs). (P3) - UF_AP_VCHR_PROCESSOR
Receive invoices. Enter invoices into PSFT as approved. Enter id transfers as approved. Budget check online vouchers. Maintain and/or forward vendor invoice and supporting documentation to Central Payables area. (P3) - UF_N_VOUCHER_IMAG_CLIENT_VIEW
Provides access to Disbursement Services voucher image view client. User must be affiliated with department using imaging and has IBM Visual Info software license. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_N_VOUCHER_IMAGING_VIEW
View voucher and invoice images. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_PO_DEPARTMENT_APPROVER
Monitor ChartField coding accuracy. Authorize changes to eProcurement transactions and records. Approve, edit or deny requisitions for further processing. Monitor and resolve unfavorable budget variances. Run, view and print reports on requisitions, purchase orders, change orders, receipts and payments. (P3) - UF_PO_EPRO_INQUIRY
Inquire on eProcurement requisition and purchase order activity in read–only mode. (P3) - UF_PO_INITIATOR
Enter and correct requisitions used to purchase goods and services. Print departmental copy of purchase orders. Receive goods/services from vendor and enters receipt. (P3) - UF_PO_PCARD_ANALYST
Monitor departmental finances, budget and actuals. Reconcile department PCard transactions to General Ledger. Review Cost Center GL periodically to verify that all PCard charges were appropriately charged and is within budget constraints. Run, view and print reports related to Travel and Expense transactions. (P3) - UF_PO_PCARD_APPROVER
Confirm receipt of goods/services that promote university business. Approve payment. Review and approve transactions to ensure appropriateness of the purchasing activity and timely processing of charges and/or credits. (P3) - UF_PO_PCARD_HOLDER
Use a procurement card issued by the University to make authorized purchases of goods and services within preset limits on behalf of the issuing agency. Provide support to approver and reconciler for employee’s own card. (P3) - UF_PO_PCARD_INQUIRER
Inquires on Procurement Card transactions and supporting information, in read–only mode. (P3) - UF_PO_PCARD_RECONCILER
Load procurement card activity reports. Reconcile activity and statements. Identify processing errors. Assist in resolution of differences between provider and book balances. Monitor employee reimbursement. Set default accounting codes. Apply the restrictions or spending limitations prescribed by the university. Review ChartField combination charged. Override budget checking. (P3) - UF_WF_PO_DEPARTMENT_APPROVER
Workflow role for UF_PO_DEPARTMENT_APPROVER. (P3) - UF_WF_PO_INITIATOR
Workflow role for UF_PO_ INITIATOR. (P3)
Core User Roles
- UF_AP_ADMIN
Update the procurement user preferences of users who have either the UF_AP_MANAGER or UF_AP_VCHR_PROCESSOR role. Restricted to staff of Disbursements office. (P4) - UF_AP_PERIOD_MAINT
Run processes to update accounting dates on outstanding vouchers at the end of an accounting period. Restricted to staff of Disbursements office. (P4) - UF_N_VOUCHER_IMAG_CLIENT_ADMIN
Provides administrative access to Disbursement Services voucher image view client. User must be affiliated with department using imaging and has IBM Visual Info software license. When requesting the role you must include the user’s GatorLink username in the Authority Area. (P3) - UF_PO_ADMINISTRATOR
Administer and update the system configuration for eProcurement, Purchase Orders, Request For Quotes and Receiving. Run Purchase Order–related processes. Monitor data integrity. (P4) - UF_PO_APPROVER
Monitor ChartField coding accuracy. Authorize changes to PO transactions and records. Approve transactions for further processing. Monitor and resolve unfavorable budget variances. Run, view and print reports on requisitions, change orders, change requests, receipts and payments. (P4) - UF_PO_CATEGORY_APPROVER
Investigate, analyze and approve documents submitted by the requisitioner that have special requirements. Note: Certain purchases need additional approval from those in the offices of Environmental Health and Safety, Telecommunications, Energy Conservation or Information Resources holding this role. (P4) - UF_PO_PCARD_ADMIN
Authorize purchases in excess of university guidelines. Provide overall direction and oversight to the Procurement Card team. Validate process output. Run processes as defined. Add or update cardholder information. Review, authorize, and set card holder limits in excess of university guidelines. Monitor purchases and review documentation for compliance with university policies. (P4) - UF_PO_PO_ENTRY
Enter and corrects purchase order transactions. (P4) - UF_PO_PURCHASING_COORDINATOR
Review and approves requisitions/change orders. Review account and commodity coding. Select preferred vendor. Negotiate pricing and terms. Perform other purchasing–related activities. Run, view, and print reports on requisitions, RFQ’s, purchase orders, change orders, receipts, vendors and payments. (P3) - UF_WF_PO_CATEGORY_APPROVER
Workflow role for UF_PO_CATEGORY_APPROVER. (P3) - UF_WF_PO_PURCHASING_COORDINATOR
Workflow role for UF_PO_PURCHASING_COORDINATOR. (P3)
Bridges User Roles
- UF_PO_BRIDGES
Administer and update system configuration. Run product–related processes. Monitor data integrity. (P5) - UF_PO_PCARD_BRIDGES
Administers and updates Procurement Card system configuration. Runs product related processes. Monitors data integrity. (P5)
Assistance
For assistance with university policies and procedures regarding purchasing and payables, please contact UF Purchasing (392-1331) or check out their Web site.
Please contact the UF Help Desk (392-HELP) - for questions regarding the use of Purchasing and Payables in myUFL.
