Frequently Asked Questions

Our office is located:

South Village Modular I

10501 FGCU Blvd S

Fort Myers, Florida 33965.

You will need a completed Substitute W-9 form to add or update. Please contact Lisa Corbin link to email or (239) 590-1130.

Please see the Consumer’s Certificate of Exemption for sales through October 31, 2028.

All invoices and questions need to be sent to Accounts Payable

Please contact Tracy Wermelskirchen for any P-card related questions.

Moving expenses are now added to the employee’s first paycheck for the total amount of the given allowance.  The allowance can be used as needed by the individual and is considered taxable income. Please contact Human Resources for processing information.

Procurement was included in an operational audit in 2019 and the IRS has requested more information, which is provided on the substitute W-9.

Visit the Vendor page to find the vendor form and other instructions. 

An Independent Contractor will need the following items completed: Independent Contractor Checklist, Substitute W-9, and a valid agreement (available through Procurement Services). 

Foreign vendors are required to complete the IRS Form W-8BEN and possibly other forms, if requested. In addition, there will be a 30% withholding from the payment for tax purposes.

A new Substitute W-9 form is required along with any other relevant documentation.

An entity is considered foreign if it is created or organized outside the United States. This includes entities that may have operations in the United States, but the parent company is organized outside the United States. Depending on the type  of payment, all payments made to or on behalf or a foreign entity are generally subject to income tax withholding unless specifically exempted either by U.S. tax law or and income tax treat. Generally, payments not exempt from withholding are subject to 30% federal income tax withholding, in accordance with IRS Regulations.

All insurance information needs to be sent to Procurement Services and Environmental Health and Safety.

To obtain the best price and highest quality service for the University. 

The Competitive Solicitation threshold amount is $75,000.00.

The four types of Competitive Solicitations link to Solicitations page

• ITN - Invitation to Negotiate
• ITB - Invitation to Bid
• RFP - Request for Proposals
• RFQ - Request for Quotation

Announcements are found in Solicitations

The department should insert all delivery and vendor contact information on the purchase requisition, including the department ship-to-code.

All requisitions can be interofficed to Procurement Services or emailed to Lisa Corbin

Please visit the Information Technology Services department for approval processes prior to submitting a purchase requisition to the Office of Procurement Services.

Visit Environmental Health and Safety for more information

Visit our Policies and Procedures page for information regarding Independent Contractors

Please contact Procurement Services. A Sole Source Certification is prepared by the requesting department and signed by the Department Head, principal Investigator and/or Program Administrator. The Sole Source Certification should explain why the product or service is available from only one source.

• • All Purchases of goods and/or services less than $10,000 should be accompanied by a written quote as a good business practice.
  • Purchases of $10,000 to $149,999 is the level at which all purchases must have 2-3 written quotes.
  • Purchases of $150,000 or greater is the level at which Procurement Services may perform formal solicitations for commodities and contractual services and advertise such in accordance with University Regulations.

  Contract Signature Delegations

  • In accordance with FGCU Policy 1.013, the University's attorneys must review every contract to ensure that the terms are appropriate. Furthermore, Delegation number 3-07 delegates the Director of Procurement Services to execute contracts for the purchase of commodities and contractual services up to $500,000.
  • Purchases of $500,000 to $999,999.99 is the level at which countersignature by the Vice President of Administrative and Finance is required to execute contracts for commodities and contractual services.
  • Purchases of $1,000,000 or more require countersignature by the University President to execute contracts for commodities and contractual services.

  Other Considerations

  • Leases of space totaling 5,000 or more square feet should be performed by competitive solicitation by Procurement Services.
  • Hardbound books over $250 or other purchases of commodities $5,000 or greater, per item, are considered capital fixed assets and must be tagged for property tracking.

If a vendor takes exception to any of the University’s Purchase Order terms and conditions, once a PO has been issued, the vendor should immediately contact the Office of Procurement Services to relay the particular term(s) and/or condition(s) that they take exception to so that we can determine whether the University can waive, change, or not agree to the exception taken. 

You would need to complete a Change Order Form. All forms can be found on the Procedures and Forms page

All compensated guest speakers and honorariums need to have an appropriate agreement (available through Procurement Services) on file in Procurement prior to the event or service date. Please refer to the Independent Contractor question within the vendor FAQ section for information regarding an individual/ sole proprietor.

Non-compensated guest speakers and honorariums need to have a valid agreement on file also.

Artists and Entertainers need to have an appropriate agreement on file prior to event or service date. Please refer to the Independent Contractor question within the vendor FAQ section for information regarding an individual/ sole proprietor.

On the Contracts page

Public Records Requests can be obtained by visiting the Public Records Request page on the General Counsel website. If you work in a university department, please reach out to Procurement for a copy.

In order for a payment to be made, an invoice must be received in Accounts Payable.  When A/P receives the invoice from the vendor, we prepare it for signature approval and send it to the appropriate department.  The department is then responsible for reviewing it and returning it to A/P approved for payment.  In the event your invoice is sent directly to you by the vendor, you are responsible for approving the invoice and forwarding it to A/P for payment.

A vendor’s statement is not considered an invoice because it does not include the necessary itemized details of the goods sold or services rendered.  An actual invoice reflecting the vendor’s name, remittance address, description of goods sold or services rendered, and price must be submitted to A/P in order for payment to be issued.

Yes. Credit Memos are processed in the same manner as invoices. Credit Memos should be reviewed, approved and returned to A/P for processing.

Accounts Payable processes most invoices based on Negative Assurance.  Invoices are sent out to ordering departments, but will be paid UNLESS the department notifies Accounts Payable in writing that the invoice should not be paid. Payments not made with negative assurance are payments against standing orders and payments greater than the amount encumbered on the purchase order.

Yes. Please inform A/P if you plan to pay the invoice by P-card or through Foundation. This will eliminate any unnecessary follow-up on the invoice as A/P will remove it from our open invoices file.

A TAR must be completed for all University travel whether or not reimbursement is due.

The traveler’s, supervisor and Dean/Vice President’s signature must always be on the TAR. International TARS also require the additional signature of the Provost/Vice President and President.

Any full-time staff or faculty member (A&P or SP status) who has been authorized by their department head or other accountable officer may be issued a P-Card/T-Card. A P-Card/T-Card should not be issued to students, OPS employees, or non-employees. On rare occasions and with special permission, a P-Card/T-Card may be issued to an OPS employee.

If an employee has a need for a P-Card/T-Card, they will be required to complete the FGCU Purchasing Card Program New Card Request Form and have it approved by their Dean or Director. Send the signed New Card Request Form via email to Mark Deboy and Janice Kwiatkowski or send via inter-office mail to Procurement Services-Attention: Mark DeBoy or Janice Kwiatkowski at Sovi Mod I.

New P-Cards/T-Cards usually arrive in about 2 weeks to Procurement Services. Once the P-Card/T-Card arrives, you will be contacted by email in order to schedule a P-Card/T-Card Orientation session training.  During your P-Card/T-Card Orientation you will be required to complete the Cardholder Agreement and receive a wallet sized Tax Exemption Certificate.   

10501 FGCU Blvd. South

Fort Myers, FL 33965

Billing Phone: 239-590-1234

Make sure that the transaction is within your single transaction limit and that you have not exceeded your cycle spending limit.  If an allowable transaction is declined due to the Merchant Category Code Restrictions, please contact the P-Card/T-Card administrator.

Businesses are assigned a Merchant Category Code (MCC) based on the nature of the business, and certain MCC Codes are blocked from P-Card/T-Card use. This means that if a Cardholder attempts to use a P-Card/T-Card at a business that has been assigned a code that is blocked, the P-Card/T-Card will decline. These blocks are set up to help prevent Cardholders from making unallowable purchases and to help reduce fraud. While these controls are set to assist with the process, it is up to the Cardholder to ensure proper card usage. Just because you are able to make a purchase with your P-Card/T-Card does not necessarily mean that the purchase is allowable.

It is the cardholders responsibility to immediately inform Bank of America if your P-Card/T-Card is lost or stolen by calling 888-449-2273. The loss/theft of a P-Card/T-Card should also be reported to the P-Card Administrator immediately thereafter. Also, inform any merchants who have your P- Card/T-Card number on file that your card has been replaced.

Contact Bank of America (phone number is on the back of your P-Card/T-Card) to verify activity on your P-Card/T-Card. In the event that fraud is identified, BOA will need to cancel and re-issue a new P-Card/T-Card. After contacting the bank, if fraud is confirmed and your card requires replacement, please notify your P-Card/T-Card Administrator by email.

Standard Spending Limits - Each P-Card/T-Card has set spending limits; the single transaction limit is set at $1,000.00 and the cycle spending limit is $5,000.00. There is no daily spending limit.

Splitting a transaction is dividing a charge into multiple transactions to circumvent the card’s single transaction limit.  Splitting charges is considered misuse and can lead to revocation of P-Card/T-Card privileges.

If the need arises for a single transaction limit increase or cycle spending limit increase, the Cardholder must complete a Temporary Limit Increase Form link to Controller’s page. A temporary limit increase will raise the single transaction limit and/or the cycle spending limit for a time period not to exceed three months. All temporary limit increases are subject to approval by the P-Card/T-Card Administrator and/or the Director of Procurement Services. Once the form is completed and signed by the Cardholder and their supervisor, it may be sent to the P-Card/T-Card Administrator via email or interoffice mail. Please allow up to 48 hours for the increase to be processed. You will be notified by email once your limit increase is in place.

No, a University Travel Card (T-Card) should be used for all travel charges.

No. The authority to sign agreements or contracts belongs to Procurement Services. Payment for purchases where there is a signed contract or agreement needed may NOT be placed on a P-Card/T-Card.

All purchases made on behalf of FGCU with a State of Florida merchant should be exempt from sales tax. When making a purchase in person, advise the merchant to deduct sales tax right away, as they may need to manually adjust the total before requesting Visa authorization. Merchants may require presentation of the University’s tax exemption certificate, even though the number is noted on the front of the P-Card/T-Card. A laminated, pocket-sized certificate will be provided to you during orientation. A full size University Tax Exempt Certificate can be found on the Controller’s website.

If sales tax is charged, the Cardholder is responsible for obtaining a refund and providing the necessary corresponding documentation (a receipt for the credit).

Discontinue use of your P-Card/T-Card immediately upon notification of your termination or voluntary departure as a University  employee. This will allow sufficient time for receipt submission and verification of outstanding charges. Your P-Card/T-Card must be deactivated and should be returned to the P-Card/T-Card Administrator before separation clearance will be issued. In addition, all charges should be verified in Workday and any other outstanding P-Card issues should be addressed.

If the Cardholder transfers to a different department within the University, the P-Card/T-Card Administrator should be notified so the  necessary changes can be initiated.