Frequently Asked Questions

Expand All

Do I need to submit a Banner requisition for a purchase of goods or contractual services being paid from a Foundation fund account?
No. The University Purchasing Department does not receive requisitions or issue purchase orders for goods or contractual services being paid from a Foundation funding source. TSI/Foundation Accounting provides the accounting and related services for the three separately State designated Direct Support Organizations (DSOs), each is incorporated and each is certified as 501(c)(3) by the Internal Revenue Service:
1. UNF Foundation, Inc.
2. UNF Training & Services Institute, Inc.
3. The UNF Financing Corporation, Inc.
For more information or to review the TSI/Foundation Accounting process for ordering goods and services to be paid from Foundation funds please visit their website.
How do I register a vendor?

The vendor needs to complete the Vendor Registration application avaialbe on the purchase website.

Once completed the documents should be scanned and e-mailed to banner-purchase@unf.edu or mailed to University of North Florida, Attn: Purchasing Department, 1 UNF Drive, Jacksonville, FL 32224.
Where on campus is the purchasing department located?

The UNF Purchasing Department is located in Building 53, Hicks Hall, Suite 2950.
Why do I need a requisition?

A requisition is the documented authorization and approval to procure goods and services for the university. Purchasing should not be sourcing and pricing goods and services without this authorization and approval.

What are Bid Thresholds?

Is it the responsibility of the user department to obtain competitive quotes for their purchasing requests?

No. It is the responsibility of the buyer in the purchasing department to ensure competitive quotations are obtained for purchase requests at the required dollar thresholds. Departments may obtain competitive quotes that must be equal relative to the day and time quote is due, specifications, and delivery. If a department choses to obtain competitive quotes, all quotes must be submitted as documentation with the requisition. The purchasing department has the right to obtain additional quotes if it is deemed to be in the best interest of the University. Quotes from the internet are acceptable, providing they meet the criteria as described above.
Can the departments still buy sanitizer and tissues as office supplies?

Yes, these items may be purchased for a commons area of your department, but cannot be purchased for an individual’s office.
Does the vendor need an N# before I can enter a requisition in Banner?

No, you can tab over the N# field in the requisition and type the vendor’s name.
What are the University’s payment terms?

The University’s payment terms are Net 40 days per Florida Statute 55.03(1).
Can you let me know if I can purchase this item using my Pcard?

Pcard questions should be directed to the Controller’s Office’s Pcard Administrator.
When a purchase order begins with the prefix “CR” what does that mean?

The purchase order has a contract associated to it that has been routed and vetted through the University’s Contract Routing System. The Contract Routing System can be accessed on the staff page of myWings.
How do I know if the University already has a contract in place for the commodity/service I need to order?

This information can be found on the Purchasing website under the Contracts webpage or the Preferred Vendor Mall on the Banner staff page. If after reviewing the information on this site, you are still unsure, contact the buyer for the associated commodity for assistance.
What is the process for placing a furniture order?

For any needed assistance/guidance on furniture specifications or purchases, contact the Purchasing Department buyer for the furniture commodity.To locate the buyer for any commodity, see the Purchasing website under Contact Us then click on the PDF Commodity Assignment.
My department has a piece of furniture that has a broken or worn out component, who should we contact to provide the part or a quote to repair it?

Furniture purchased from a State Contract most often has at least a five-year warranty (some manufacturers are longer). If it fails under normal wear/usage within that period, purchasing will contact the furniture dealer and request a warranty review. If it indeed falls under warranty repair, the dealer will provide a time frame for repair. If it is out of warranty or has suffered from abuse/excessive wear, the dealer should provide a quote and time estimate for repair. The department would use the quotation to decide whether to make that repair or replace the item.
I haven’t keyed a requisition in a long time and cannot remember how. Can you help me through it?

Yes, contact Purchasing and we would be happy to help you through the entry of this requisition. We also recommend that you attend the next scheduled Creating a Banner Requisition class. Even if you have had the course before, it is good to repeat occasionally as a refresher. The schedule can be located on the Purchasing Department website homepage.
My department needs to purchase a vehicle. How should we go about getting a quotation?

There are State and Government contracts in place for vehicles with very competitive pricing. Contact the Purchasing Department buyer that handles vehicles to obtain the current link to these contracts. Purchasing will obtain a quote from the contracted vehicle dealer. If it meets with the department’s budget, a requisition should be input noting the contract source.
When do I use a service agreement or entertainment agreement?

Service agreements are typically used when hiring an independent contractor to perform a contractual service for the University. When hiring a firm to perform a contractual service, the requisition process should be utilized. The entertainment agreement should be used when hiring an independent contractor to provide any type of entertainment for the University.
Do we need a requisition for the entertainment contract?

Please refer to the webpage for the procedure for UNF Standard Contract Forms.
How do I log on to the new business cards web site to buy my business cards?
On MyWings Staff Page under Purchasing - Preferred Vendor Contracts
1. Click Printing Edge Login
2. Click Customer Login
3. Click Need a Username
4. Fill in New User Request Information
5. Make sure you use your UNF e-mail or you will not get a login password.
6. Click Request Account
7. Close screen
8. Within 24 hours you will receive an e-mail that tells you your access has been approved
9. Once you receive that email, repeat steps 1 and 2 and Log on.
10. Go to the business cards that are available and fill in the information you would like on your business card.
11. On the payment page, put your PCard information and submit.
Note: Your PCard information will only be saved under your user name. No one else has to ability to view your information.
How can I tell if an invoice pertaining to a purchase order has been paid?

There are several ways: (1) view the purchase order document in Banner self-service, scroll to the bottom of the purchase order and it will show you all documents associated with that purchase order (2) look at the form FGIENCD or FOIDOCH in internet native Banner (3) contact the Accounts Payable representative responsible for the first letter of your vendor’s name.
My requisition has been disapproved by Purchasing. Where can I find out why?

In the Internet Native Banner, go to form GUAMESG. Click on “Query” then “Enter.” In the shaded area, enter the disapproved requisition number in the block for “Item.” Click again on “Query” then “execute.” The reason your requisition was disapproved should be stated on the message line.

	Date
< $10,000	Stated vendor's price quotation Processing time: 1-3 working days
$10,000 to $24,999	A minimum of two competitive written or faxed quotations Processing time: 3-10 working days
$25,000 to $49,999	Three or more competitive written or faxed quotations Processing time: 5-14 working days
> $50,000	Formal sealed bid, Request for Proposal or Invitation to Negotiate Processing time: Invitation to Bid = 6 weeks Request for Proposal = 8 weeks Invitation to Negotiate = 8 weeks to 6 months, depending upon complexity