Purchasing Department


Notice to Vendors: Fraudulent Purchase Order Attempts



Please be aware that there are active fraudulent attempts to place purchase orders and request for quotations that claim to originate from the University of North Florida. Common traits or themes in these fraudulent attempts that may assist you in identifying this illegal activity are:


• The email message is poorly written, with misspellings and awkward sentence structure

• The sender’s email address or website link are not authentic to the University of North Florida

• The message may request shipment of products to a non-University address

• The message may include an attachment that is designed to look like a purchase order, may

• Include a logo or other graphic, and a signature that may look legitimate.


If your company has been contacted, please report incidents and file a claim using the Internet Crime Complaint Center at www.ic3.gov.


The purchasing department at the University of North Florida appreciates the important role our suppliers play in providing goods and services to our faculty and staff in support of their academic, research and administrative endeavors.



Fiscal Year Ending June 30, 2014 Deadlines


FY 14 Close-out Procedures



Monday, June 9: The final day to submit requisitions for encumbrances in the current year (2013/2014).

Monday, June 9: The final date to submit change orders to increase encumbrances in the current year (2013/2014).

Monday, June 16: This is the first day to submit requisitions (R15xxxxx) for the 2014/15 fiscal year.


Thursday, July 31: Any outstanding balances on standing orders (V14xxxxx) will be liquidated on Thursday, July 31.



UPS Inbound/Outbound Shipping Program


The purchasing department has contracted with United Parcel Service of America, Inc. (UPS) for both University business-related outbound and inbound shipping. Their integrated delivery network and advanced shipping and tracking technology promises to provide reliable service and streamline our processes to improve efficiencies on campus to save time, cut costs and improve sustainability efforts. Services include on-call pickup, customized envelopes, electronic billing and full visibility and tracking via UPS.com. To set up a departmental UPS account, contact Mike Trotter at mtrotter@unf.edu or 904-620-1741.



OfficeMax Merges with Office Depot:


OfficeMax and Office Depot have recently completed a merger- the new organization is called Office Depot, Inc. The University's contract with OfficeMax has not been impacted by this merger. You should continue to order your office supplies online at the link provided on the MyWings Staff page.



iContracts Implementation:


Effective August 5, 2013 the Division of Administration and Finance began the pilot of the iContracts contract management system. Implementation of the Division of Student Affairs was initiated on October 2013 to be followed by Academic Affairs. Presidents Office and Institutional Advancement. For more information regarding the use of the system, please contact Kathryn Ritter, extension 2733, or Gaea Holt, extension 2732, in the Purchasing Department.



Important Dates Purchasing Cost Savings Important Updates
Creating a Requisition Class

FY 13 Total:


UNF's Revised Purchasing and Protest Regulations
Fall Semester Dates:  TBA

FY 14 Total:


 Purchases Requiring Prior Approval

Register for Creating  A Requisition Class FY 15 - 1st Quarter:  
Creating A Requisition Manual FY 15 - 2nd Quarter:   
  FY 15 - 3rd Quarter:  

FY 15 - 4th Quarter: