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Expenditures

The university has many different expenditures. They all have their own guidelines with regards to how their respective transaction(s) should be processed and determining which situations they are allowed. The links below provide detailed guidelines for the different expenditures.

  • University of Florida Expenditure Policy

    Policy Statement Procurement and Disbursements must work together to address and communicate what purchases are allowable. These purchases include major...
  • Alcohol

    Directive Statement Alcohol cannot be charged to E&G funds (commonly known as “state” funds) Amounts expended from discretionary funds for...
  • Awards

    Directive Statement Retiring employees whose service has been satisfactory and other employees who demonstrate satisfactory service to the university may...
  • Contributions to Charitable or Political Organizations

    Directive Statement Allowable for all funds Payments to a Political Action Committee (PAC) included within a membership fee Not allowable...
  • Educational Courses

    Directive Statement Departments may pay for educational training and courses that are designed to improve the efficiency of a qualified...
  • Employee Reimbursements

    Directive Statement Allowable expenses for reimbursement include: Allowable business hosting expenses. This includes all food purchases, luncheons, retreats, and entertainment...
  • Policy on Business Entertainment

    Click here for the full UF Policy on Business Entertainment Policy Overview As a major public institution, the University of...
  • Equipment Leases

    Directive Statement All lease payments made on behalf of the University of Florida must be encumbered and processed as encumbered...
  • Expenditures Involving Personally Identifiable Health Information (PHI)

    Directive Statement Electronically submitted invoices from suppliers must NOT include PHI.  Health Science Center (HSC) departments are permitted to receive...
  • Furniture

    Directive Statement Departments should purchase office and public area furniture in accordance with the State or University contract in effect...
  • Gifts

    Directive Statement Gift cards or certificates must be reasonable and necessary to carry out the mission of the University and...
  • Honoraria

    Directive Statement An honorarium is a payment made to an individual for participation in a University sponsored activity where no...
  • Levies

    Delinquent State Taxes The Department of Revenue will periodically provide the University with a file of suppliers with delinquent State...
  • Lobbyist

    Directive Statement Payments to a lobbyist are prohibited from E&G (commonly called “state”) funds to pay a person lobbying the...
  • Memberships

    Directive Statement Individual memberships are not allowed unless agency membership is necessary, and the purchase of an individual membership is...
  • Moving Expenses

    Directive Statement A moving expense is the cost of packing, shipping, and storage of household goods or a mobile home,...
  • Non-Resident Alien Payments (NRA – Individuals or Corporations)

    Directive Statement Payments to Non-Resident Aliens (NRAs) are made through the payroll system in myUFL when work is performed in...
  • Payments with Component Unit Moneys – Foundation, Academic Enrichment Fund, and FCPA (Florida Clinical Practice Association)

    Directive Statement Departments must ensure the legitimate use of DSO funds.  All expenditures must: Be reasonable and benefit the University...
  • Payments to Research Participants

    Directive Statement The Human Subjects Payment team in Treasury Management oversees all payments to human subject research participants.  All payments...
  • Perquisites

    Directive Statement A Request for Approval of Perquisite or Sale of Goods and Services Form HR-400 must be completed and...
  • Promotional Items

    Directive Statement Purchase of promotional items are NOT allowed when using E&G (commonly called “state”) moneys. Purchase of promotional items...
  • Recruitment Expenses

    Directive Statement Any department seeking to recruit for a position may, with the approval of its Dean, Director or Department...
  • Sales Tax

    Directive Statement The University of Florida is not liable for payment of State of Florida sales tax.  Departments should obtain...
  • Telecommunications

    Directive Statement Departments have three options in terms of handling the business use of cell phones and similar wireless communication...
  • Allowable Unencumbered Expenditures

    Directive Statement Unencumbered disbursements bypass the University’s purchasing system and should only occur where normal purchasing procedures are not available...
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