Academic Support

Expenditures and Directory Information

Access the Expenditure Forms

The Board of Governors (BOG) requires that every Center and Institute (C/I) prepare an annual summary of expenditures. The University of Florida has been audited in the past on the accuracy of the financial data submitted to the Board of Governors. Once we receive your forms, we will review the data and work with you to resolve any discrepancies.

There are 4 forms required. You can click on any of the links below for directions for that particular form:

  • Form 1 – Chartfields

    • All expenditures relating to or supporting the C/I for the last fiscal year are to be accounted for. These include state funds, funds from contracts and grants, fees for services (auxiliary funds), and private funds. The only expenditures excluded are 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.
      1. 1. The total on the chartfield form and the expenditures form must match or you will not be able to submit.
      2. 2. The total amount on the chartfield form for each fund must match the expenditure amount for each fund (SUS, Contract and Grants, etc.) on the expenditure form. This will not be shown, but will be calculated by OIPR staff. If they do not match, you will be contacted to provide clarification and/or documentation.
      3. 3. Do NOT add chartfields when there are NO expenditures. You can just add a 0 to the expenditures form.
      4. 4. Fill in as much information as you can about each chartfield – the amount field is required.
      5. 5. Include expenditures from the carry forward account. Do not include transfers out of the C/I as expenditures.
      6. 6. You will be able to print a copy for your records when complete.

  • Form 2 – Actual Expenditures

    • All expenditures relating to or supporting the C/I for the last fiscal year are to be accounted for. These include state funds, funds from contracts and grants, fees for services (auxiliary funds), and private funds. The only expenditures excluded are 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.
      1. 1. 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.
      2. 2. The formula for calculating “FTE in Person Years” is PY = (Wks Appt x FTE)/52.2.FTE data represent positions that are either entirely or partially paid for by C/I funds. Only those positions which are funded from your C/I’s budget should be reported. OPS positions should not be included.See examples in link below.
      3. 3. You will be able to print a copy for your records when complete.

  • Form 3 – Estimated Expenditures

    • 1. 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

    • 1. Update any contact information for the C/I and the Director.
Note that we do not track C/I expenditures; we only check the validity of the information you provide. Below are some resources that may help you:

Enterprise Reporting Resources

Enterprise Analytics
IPR staff pulls expenditure information from the live production version of Peoplesoft. You have access (or may have to request access as a role) to the information through Enterprise Analytics (My.UFL.edu). If you need help finding financial information for your C/I, try these sources. First, navigate to: Enterprise Analytics > Access Enterprise Analytics >Team content > Financial Information > Financial Information Tool Then,
  • 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
 

If you have questions, please contact Institutional Planning & Research