This information is provided for departmental staff and administrators who purchase equipment, materials, and services used for university business. Information and related links are also listed here for faculty and staff who use and/or reconcile UF credit card purchases in myUFL. The UF credit card is commonly known as the 'PCard'.
Glossary
A glossary is available to help you with definitions of terms and acronyms used in the myUFL systems for purchasing and payables.
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 university purchasing transactions and PCard use. Frequently used forms for purchasing and payables include:
- Alternate Check Delivery Form
Use this form to ensure a check is either mailed to an alternate delivery address or held for pickup in Elmore Hall. - Transaction Authorization Form
This form must 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
Visit the Purchasing website and specifically the Vendor services page to find the appropriate forms. - Approval to Pay Moving Expenses Form
Note: A commitment to use university funds for the payment of moving expenses cannot be made without prior approval by the appropriate dean or director.
Training Materials
- PCard Training for Reconcilers and Approvers
This certified session is designed for staff who will reconcile and approve UF credit card purchases in PeopleSoft.
PCard Instruction Guides
- For training, please register for course PST073: Introduction to Purchasing in myUF Market. Register through My Self Service > Training and Development
- For instruction guides and simulations in myUF Market and myUFL, please visit: myUFL Purchasing toolkits.
- For additional resources and information on myUF Market, please visit: http://www.purchasing.ufl.edu/myufmarket .
- Have questions? Please e-mail myUF Market in the Purchasing Department.
- For more training materials, visit the myUFL Toolkits pages http://hr.ufl.edu/training/myUFL/Toolkits/.
Purchasing Instruction Guides and Training Opportunities
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 with the corresponding buyer in the UF Purchasing department.
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_MKT_COMMODITY_APPROVER
This role allows users to approve, reject, and forward requsitions routed by requestors based on the commodity code entered in the requisition. Users can shop, assign carts to requestors, view order histories, and edit profile and personal favorites. This role does not allow the user to to edit requisitions. (P3) - UF_N_MKT_Facility_Requestor
This myUF Market role allows a user to shop electronic catalogs, view and use forms, and create non-catalog orders. User may also submit requisitions for themselves and on behalf of other shoppers. This role also provides the user with access to order histories, edit profiles and personal favorites, and access to the budget date field. Role also enables requestors to designate a budget date for requisitions that differs from the date of requisition submission. (P3) - UF_N_MKT_FINANCIAL_APPROVER
This role allows users to to approve, reject, and forward requisitions routed by requestors, based on the DeptID in the chart field. Users can edit requisitions, shop, assign carts to requestors, view order histories, and edit profiles and personal favorites. (P3) - UF_N_MKT_FIN_COMM_APPROVER
This role allows the user to approve, reject, and forward requisitions routed by requestors, based on the commodity code and the DeptID entered in the requisition. Users can edit requisitions, shop, assign carts to requestors, view order histories, and edit profiles and personal favorites. (P3) - UF_N_MKT_INQUIRY
This role allows the user inquiry access into the MyUFMarket system. (P2) - UF_N_MKT_REQ_STOCKRM
This role allows users to shop electronic catalogs and access special pricing for stockrooms by assigning a single delivery address for the order, to view and use forms, and to create non-catalog orders. Users are also able to submit requisitions to workflow on their own behalf, as well as on behalf of other shoppers. Users will be to view order histories, edit profiles, and select personal favorites. This role requires setup and approval by the UF Purchasing Department. Successful completion of the PST073-Introduction to Purchasing in myUF Market training class is required before this role can be requested for a user. (P3) - UF_N_MKT_REQUESTOR
This role allows a user to shop electronic catalogs, view and use forms, and create non–catalog orders. It will also allow the user to submit requisitions for themselves as well as on behalf of other shoppers. This role also allows the user to view order histories and to edit profiles and personal favorites. (P3) - UF_N_MKT_SHOPPER
This role allows the user to shop electronic catalogs, create a shopping cart, assign a shopping cart to a requestor, view order histories, and edit a user’s profile and personal favorites. NOTE: this role will not allow a user to place orders on their own behalf. (P2) - UF_N_MKT_SHOPPER_REQ
This role allows users to shop electronic catalogs, create shopping carts, and assign shopping carts to requestors. Users with this role are unable to place orders on their own behalf, but may view order histories and edit user profiles. The UF_N_MKT_SHOPPER_REQ role should be requested for individuals (i.e., OPS, non-UF employees) who are not eligible for the self-service role. (P3) - UF_N_VOUCHER_IMAG_CLIENT_VIEW
This role provides access to Disbursement Services voucher image 'view client'. Users must be affiliated with the department using imaging and have a valid IBM Visual Info software license. When requesting the role, please include the user’s GatorLink username in the Authority Area. (P3) - UF_N_VOUCHER_IMAGING_VIEW
This role allows users to view voucher and invoice images. When requesting the role, please include the user’s GatorLink username in the Authority Area. (P3) - UF_PO_EPRO_INQUIRY
This role allows read–only access to eProcurement requisitions and purchase order activity. Users will be able to receive or verify receipt of goods or services from a vendor, and enter receipt information into a record. (P3) - UF_PO_PCARD_ANALYST
This role allows the user to monitor departmental finances, budget and actuals. Users will also be able to reconcile department PCard transactions to the General Ledger, review Cost Center GL periodically to verify that all PCard charges were appropriately charged, and is within budget constraints. Users will also be able to run, view and print reports related to Travel and Expense transactions. (P3) - UF_PO_PCARD_APPROVER
This role allows users to confirm receipt of goods and services that promote university business. Users will also be able to approve payment, review and approve transactions to ensure appropriateness of purchasing activity, and ensure timely processing of charges and 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)
Core User Roles
- UF_AP_ADMIN
This role allows users to update the procurement user preferences of users who have either the UF_AP_MANAGER or UF_AP_VCHR_PROCESSOR role. This role is restricted to Disbursement office staff. (P4) - UF_AP_PERIOD_MAINT
This role allows the user to run processes and update accounting dates on outstanding vouchers at the end of an accounting period. This role is restricted to Disbursement office staff. (P4) - UF_N_MKT_BUYER
This role allows the user to approve, reject, and forward requisitions routed by requestors, based on the commodity code and the DeptID entered in requisition. Users can edit requisitions, shop, assign carts to requestors, view order histories, and edit profiles and personal favorites. (P3) - UF_N_MKT_BUYER_PO_APPROVER
This is a core office role for the UF Purchasing Department. Users can perform all of the functions of both a buyer and PO approver. (P3) - UF_N_MKT_CATALOG_ADMIN
This is a core office role for the UF Purchasing Department. Users can administer the electronic catalogs within MyUFMarket, view transaction reports, and manage exports. Users can also view order histories and edit profiles and personal favorites. (P4) - UF_N_MKT_FIN_PO_APPROVER
This is a core office administrative role. Users are able to approve, reject, and forward requisitions routed by requestors based on the chartfield DeptID. Users can edit requisitions, shop, and assign carts to requestors. Users can also perform PO Approver reviews and edits, and approve or reject pending PO's. This role also allows users to view order histories, edit profiles, and edit personal favorites. (P3) - UF_N_MKT_PCARD_ADMIN
This is a core office role for the Purchasing PCard team. Users are able to update PCard data in user profiles. (P4) - UF_N_MKT_PO_APPROVER
This is a core office administrative role. When required, a PO Approver reviews, edits, and approves or rejects pending PO’s. This role allows the user to view order histories, and edit profile and personal favorites. (P3) - UF_N_MKT_SECURITY_ADMIN
This is a core office role for Purchasing. Users are able to assign permissions to users within MyUFMarket. (P4) - UF_MKT_SQ_SHARED_SECRET
This is a core office role for Purchasing Services. This role grants access to update the "shared secret" for the SciQuest external application. (P4) - UF_N_MKT_SYSTEM_ADMIN
This is a core office role for Purchasing. Users can alter organizational methods and help resources, expedite requisitions, and manage custom fields. Users are also able to: run and export transaction reports, skip or restart workflow steps in error, administer advanced dynamic workflow, view order histories, and edit profiles and personal favorites. (P4) - UF_N_MKT_SYSTEM_ADMIN_SUPPORT
This is a core office role for Purchasing. Users can alter organizational methods and help resources, expedite requisitions, and manage custom fields. Users are also able to run and export transaction reports, view order histories, and edit profiles and personal favorites. (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) with any myUFL questions you may have.
