Academic Support

Expenditures and Directory Information

The Board of Governors requires that every Center and Institute (C/I) prepare an annual summary of expenditures. This reporting should
  • Include all expenditures relating to or supporting the C/I for the last fiscal year, including state funds, funds from contracts and grants, fees for services (auxiliary funds), and private funds, and
  • Exclude salaries not paid by the C/I budget, capital expenditures related to facility construction, and equipment used by the C/I purchased with non-C/I funds.
You will be able to print a copy for your records. Once submitted, IPR will review the data and work with you to resolve any discrepancies. Note that IPR does not track C/I expenditures; we only validate the data you provide. These are the four forms required:

Form 1 – Chartfields

  • The totals on the chartfield and expenditures forms must match to submit.
  • The total amount on the chartfield form for each fund must match the expenditure amount for each fund on the expenditure form. This is not shown on the form, but is calculated by IPR staff, who will contact you to clarify and/or document any discrepancies.
  • Do not add chartfields when there are no expenditures. You can just add a 0 to the expenditures form.
  • Fill in as much information as you can about each chartfield. The amount field is required.
  • Include expenditures from the carry forward account. Do not include transfers out of the C/I as expenditures.

Form 2 – Actual Expenditures

  • The total actual expenditures amount on the expenditure form for each fund must match the total on the chartfield form. If the amounts for expenditures do not match, you will be given an error message and will not be allowed to submit your form.
  • FTE data represent positions that are either entirely or partially paid for by C/I funds. The formula for calculating “FTE in Person Years” is
    PY = (Wks Appt x FTE)/52.2
    Only those positions which are funded from your C/I’s budget should be reported. OPS positions should not be included. See the link under “References” below for additional detail.

Form 3 – Estimated Expenditures

  • This section is mandatory. Please put the expected expenditures of the C/I for the current fiscal year (that started on July 1). If no expenditures are expected, put a 0.

Form 4 – Directory Information

  • Update any contact information for the C/I and the Director.

References

Enterprise Reporting Resources

IPR staff uses expenditure information from the live production system. You have (or may request) a role that allows access to information through Enterprise Analytics at my.ufl.edu. To locate financial data for your C/I:
  • Open the Financial Information Tool: Enterprise Analytics → Access Enterprise Analytics →Team content → Financial Information → Financial Information Tool
  • For non-Contract & Grant data: UFLOR → UFLOR BY Expense Account across Fiscal Years
  • For Contract & Grant data (i.e., Funds 201 & 209): Grants → Financial Information Tool – UFLOR Grant Projects
  • For other Contract & Grant data: Cash → Financial Information Tool – UFLOR Cash

Assistance

If you have questions, please contact Institutional Planning & Research.