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Required Reporting for EBAs

Directive Statement

Educational Business Activities (EBA) with annual revenue in excess of $1 million are required to submit to the Auxiliary Office semi-annually (as of 06/30/yy and 12/31/yy) the following:

  • Analysis of revenue, expense, and cash information as compared to prior year activities
  • Accounts receivable: 30-60-90-120 day summary with detail and explanation of amounts over 120 days

Other accrual information is required to be submitted only annually. (Ex. Deferred revenue, prepaids, inventory, other accruals).

Reason for Directive

To ensure Educational Business Activities are conducted in accordance with good business practices and with the laws, rules, regulations, and policies of the State of Florida and the University.

Who must comply?

All Educational Business Activities.

Procedures

All Educational Business Activities meeting the above requirements must submit the applicable reports to the Auxiliary Office (ga-aux@ad.ufl.edu).

Departmental Reconciliation

In addition to the required reporting to the Auxiliary Office, every Educational Business Activity should follow all the Monthly Reconciliation procedures, including review and approval by Tier 2 and Tier 3, to ensure the EBA is operating to budget and the available balance is sufficient to sustain operations.

Definitions

Educational Business Activity

Revenue-generating activity from the provision of goods and/or services.  Such activity enhances, promotes, or supports the University’s instruction, research, public service and campus support functions, and other educational and support functions in order to meet the needs of students, faculty, staff, and members of the public participating in University events and programs.

Last Reviewed

05/01/2020: reviewed content

Resources

EBA Review Process and Advisory Committee

Managing Receivables and Account Write-Off

Inventories for Supply and Resale

Resources

UF HR Toolkit – Reconciliation

Contacts

Educational Business Activity/Auxiliary Accounting: (352) 294-7236

University Controller’s Office: (352) 392-1321

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