Material & Supply Fees Material and Supply Fees are
defined by Florida Statute 1009.24 (12)(g) as Materials and supplies fees to offset the cost of materials or supplies that are consumed in the course of the student's instructional activities, excluding the cost of equipment replacement, repairs, and maintenance.”
Material & Supply Fee Request Form
Can be found at: www.aa.ufl.eduRequires Dean’s signatureApproximate Dates to File Forms:
Fall – January Summer – January Spring – AugustRequests may not be filed once the term has begun
Deletions may be requested at any timeCan be faxed to 352-392-8735Emailed to [email protected] mailed to PO Box 113175
Allowable ItemsAdhesives, Epoxies Lab Tests or Fees
Batteries Manuals
Blueprints Maps
CD's, Other Temporary Media Storage Markers
Chemicals or Gases Paint for class projects
Construction Documents Photographic Reproduction
Consumable Supplies (please list below) Printing or copying costs
Copy paper Projector bulbs
Disposable Flip Charts Scantrons
Disposable items (please list below) Seed, Feeds
Fabrics for class projects Slides
Fertilizers Software (one-time licensed; one-time use given to students only)
Gasoline for field trips Soils
Kit Parts Toner
Not AllowedMaintenance & Repairs
Travel
Lecturer Fees
Speaker Fees
Software (except for 1 term licenses)
Software upgrades
Equipment that last for more than one term
Tools that last for more than one term
Leases
Allowable PeopleSoft Accounts
721200 NATURAL GAS 731100 LAB SUPPLIES 731200 ANIMALS FOR RESEARCH 732100 OFFICE SUPPLIES- GENERAL 733000 BUILDING MAINT AND SUPPLIES 734100 COMPUTER SUPPLIES- GENERAL 734200 COMPUTER SOFTWARE 735000 MEDICAL SUPPLIES 736000 MOTOR FUELS AND LUBRICANTS 793000 PRINTING AND REPRODUCTION 794100 FREIGHT
ISIS Course Fees New tab on ISIS
ISIS Course Fees
Cash Balances in Fund 162
Course Fees are to be Expended During Term collected
If >15% of term revenues are left over in cash next term’s collections will be suspended
Cash Balances Can reclassify current year’s
expenses from departments budget using E2E’s for eligible expenses
If more than 15% of revenue remaining in cash two weeks after term end future course fees will be suspended until balances are spent down
Account For Expenditures By Course
DEPTFLEX Required On ALL Purchases as of 200608
Consist of 4 Digit Dept Code
Plus Last 5 Right Digits of course #
DEPTFLEXABE3000C
COURSE NUMBER
(LAST 5 DIGITS)
DEPTFLEX60073000C
60070000
DEPT CODE
(FIRST 4 DIGITS)
DEPTFLEXABE3000
COURSE NUMBER
(LAST 5 DIGITS)
DEPTFLEX6007E3000
60070000
DEPT CODE
(FIRST 4 DIGITS)
Bulk Items Can Use Speed Type to apply
DEPTFLEX Can collect expenses (without
DEPTFLEX)Not assign DEPTFLEX at purchase Use E2E at end of term to apply DEPTFLEX
All Costs MUST be assigned to DEPTFLEX no later than two weeks after end of term
Reports to Run to Analyze M&S Fees
Fund 162 Enterprise Reporting>New
Department Reports>Cash Summary (Excel provides DeptFlex )
Sort/Pivot by DeptFlex to summarize information by course
FIT Tool
Enterprise Reporting/New Department Report
Shows available balance in cash
Material & Supply Contact
Susan Morris392-2402
[email protected] Provost Website:
http://www.aa.ufl.edu/Material/