Business Office

CoTA Purchasing Procedures

CoTA Business Office Purchasing Contact
Maria Peas: (813) 974-2167 - mpeas@usf.edu

For USF Foundation funded expenditures, please go to the CoTA Business Foundation webpage.
For complete USF Purchasing information please visit the USF Purchasing & Property Services website.

Purchasing includes the following:

Requisitions & Purchase Orders

• Goods (items such as camera, tripod, microphone, etc.)
• Independent Contractor (individuals providing service such as lecturer, piano tuner, guest artist, etc.)

Reimbursement Request

• Petty cash reimbursement, memberships, subscriptions, postage, freight, among a few other allowed purchases

Before any goods can be purchased OR an independent contractor's date of service a purchase order must be in place. To begin the purchase order process, please fill out and submit the Purchase Request Form to your Department’s Office Manager.

Purchasing Process

1. Faculty and/or Office Manager fills out Purchase Request Form.
2. Faculty and/or Office Manager submits form to Department for review.
3. Office Manager submits form and other documentation if needed to Business Office no less than 5 days before purchase date/date of service.
4. Business Office works to create Requisition.
5. Expense Manager reviews Requisition and approves.
6. USF Purchasing reviews Requisition and after approving a Purchase Order is established.
7. Business Office informs Faculty and Officer Manager of Purchase Order number when it is fully approved.
8. After the commodity is delivered or service is provided, an invoice from the vendor/independent contractor must be submitted directly to USF Accounts Payable:
   University of South Florida
   Accounts Payable - ALN 147
   Tampa, FL 33620
9. Business Office must receive evidence of receipt of the commodity and service and at which time the Business Office will receive on it in FAST so the payment can be processed.

Purchasing Notes

• USF Purchasing representatives are the ONLY individuals who sign contracts on behalf of USF. All other USF employees and entities can only establish an agreement (including terms and conditions) with individuals and companies outside USF. The agreement must be approved budgetarily by the College and legally through USF Purchasing before it becomes an official USF contract.
• Any agreements with terms and conditions AND signature lines need to be submitted 3 weeks in advance of date of service due to legal review.
• Quote requirements:
  • $0-$4,999: one quote (verbal)
  • $5,000 - $24,999: two quotes (verbal, written or sole source memo)
  • $25,000 - $74,999: three quotes (written or sole source memo)
  • $75,000 and beyond: conduct bid process or verify sole source

Other USF Purchasing Links and Documents

Purchasing

• Purchasing Procedures
• Purchasing Forms
• FAST Information
• Independent Contractor - Consulting & Professional Services Worksheet
• CoTA Independent Contractor vs. USF Employee Matrix
• Single Source
• Records Retention

Accounts Payable

• USF Expenditure Guide (Matrix)

Payroll Documentation for Non-Resident Alien Independent Contractor

• W-7 Application for IRS Individual Taxpayer Identification Number
• W-8BEN Certificate for Foreign Status of Beneficial Owner for United States
• University of South Florida Foreign National Information Form (FNIF)
• Independent Contractor Form
• Passport - showing expiration date (exception: required only if work IS performed on US soil)
• Visa - except when exempted by treaty (exception: required only if work IS performed on US soil)
• I-94 Arrival /Departure card - copy both sides of card. Please be sure the date stamped is legible

CoTA Business Office - Purchasing Contact

Name: Maria Peas
Email:  mpeas@usf.edu
Phone: (813) 974-2167
Office: FAH 136
Mailpoint: FAH 110