Coronavirus (COVID-19) Advisory to Protect The Nest:

FGCU continuously monitors the latest information from health officials and shares details on the Coronavirus Updates website. Get details including helpful FAQs. Students, faculty and staff, remember to complete the FGCU Daily Health Screening App every day before coming to campus (239-590-1206 for technical and other support related to the Screening). COVID-19 rules apply to campus visitors.

Learn More

Frequently Asked Questions

Jump to Section:

General

  • Where is Office of Procurement Services located?

  • Who can I contact to add or update a vendor?

  • What is the University’s Sales Tax Exemption number?

  • Who can help me with Invoice and Payment questions?

  • Who can help me with PCard questions?

  • Do I still send all of my moving receipts to Procurement for reimbursement?

  • Why do we need to use the Substitute W-9 instead of the IRS form?

Vendors

  • I need to add a new vendor to the system. What steps should I take?

  • What information is required for an Independent Contractor?

  • Are there special instructions for foreign individuals?

  • How can I add a new vendor or update information including a change of address to a vendor that is already in the system?

  • Which suppliers are considered foreign?

  • Where do I send my certificate of insurance information?

 Solicitations

  • What is the purpose of doing a Competitive Solicitation?

  • What is the Competitive Solicitation threshold amount?

  • What are the four types of Competitive Solicitations?

  • Where can I find information on when a Competitive Solicitation opening is taking place?

Requisitions

  • How would I make sure my purchase order is sent to the correct vendor contact?

  • Who do I send my purchase requisition to?

  • I am purchasing IT hardware and/or software. What information is needed?

  • I am purchasing chemicals. Are there any special provisions or procedures that I need to follow?

  • I have a requisition for an individual instead of a business entity. What do I need?

  • I have a purchase requisition that can only be purchased from one source. What forms do I need to complete?

 Purchase Orders

  • I am not sure whether I need quotes or a bid/solicitation?

  • What should be done if a vendor objects to FGCU’s terms and conditions?

  • I need to make a change to a purchase order or cancel/close a purchase order. Who do I contact?

Contracts and Agreements

  • What is the process for Guest Speakers and Honorariums?

  • What is the process for Artists or Entertainers?

  • Where can I find information about current contracts?

  • How can I request a copy of a contract?

Accounts Payable

  • Why hasn’t my vendor been paid?

  • Why can’t a payment be made from a vendor’s statement?

  • Do I need to approve a Credit Memo?

  • Why was my invoice paid without my approval?

  • If I receive an invoice from A/P, do I need to inform them when I do not plan to pay it with a check through A/P?

Travel

  • When do I need a TAR?

  • Who's signature must be on my TAR?

P-Card

  • Who is eligible to have a P-Card?

  • How do I obtain a P-Card?

  • How long does it take to get a P-Card?

  • What is the billing address and phone number for my P-Card?

  • What should I do if a transaction is declined?

  • What is a MCC code?

  • What should I do if my P-Card is lost or stolen?

  • What should I do if there is a charge that I did not make or BOA Commercial Credit Card Fraud Servicing sends me a Fraud Alert?

  • What are the spending limits on the P-Card?

  • What is splitting a transaction?

  • What should I do if I need to make an approved purchase for more than my P-Card spending limits?

  • Can I use my P-Card for University Travel?

  • Can I sign a contract or agreement for goods or services for Florida Gulf Coast University?

  • What do I do if I am charged sales tax?

  • What should I do if a transaction I made is not showing up in Banner?

  • Can another employee in my department use my P-Card?

  • What should I do if I am departing from FGCU or Transferring to another FGCU Department?

  • What is a FOAPAL?