Material & Supply Fees/Equipment Use Fees

George Kolb, Director, University Budgets

Applications to establish or adjust Material & Supply Fees and Equipment Use Fees for the Summer 2018 and Fall 2018 Terms are now being accepted. All departmental requests should be submitted no later than Monday, January 29, 2018 and Dean’s approvals by Monday, February 5, 2018. Requests requiring Provost approval must include an explicit approval by the Dean, not a designee, and be submitted to the Budget Office for Provost review no later than Monday, January 29, 2018.

Existing fees should be reviewed to determine if you are charging the appropriate fee to cover the resources needed. Maximums of $50 per course for M&S Fees, and $30 per credit hour for EU Fees have been established. Requests for fees that do not exceed these maximums will be reviewed by the Budget Office. Requests for fees that exceed either maximum will require justification and approval by the Dean, and subsequent review and approval by the Provost.

Please submit requests needing Provost approval no later than January 29, 2018 to allow sufficient time for a 10-15 minute meeting with Dr. Glover for his approval. No requests requiring Provost approval will be accepted after January 29, 2018.

You will need to submit a separate eForm for each term if you want to change the fees or items to be purchased. If there is no change you will not need to submit a new form. The existing fee will continue until a change is initiated.

Colleges and Departments are reminded that (1) you must maintain records of the revenue and expenditures made per course; (2) available M&S cash balances must be below 15% of the term revenues two weeks after the close of classes. Failure to maintain this maximum balance will result in the loss of subsequent term fees.
The M&S and EU Fee request and approval processes should be completed through UF Campus Solutions utilizing electronic workflow. To ensure your area has the information they need to successfully manage the updates, you can find an online Toolkit and quick start instruction guides for new, update or deletion of fees at the below site.

http://hr.ufl.edu/training/myUFL/Toolkits/Material.asp.

If you have new personnel assigned to this task, Security Roles should be requested from your Department Security Administrator (DSA). New security requests are processed overnight.

Security Roles are as follows:
Department (Form Originators): UF_COURSEFEES_DEPT_USER
Dean or Designee (Approvers): UF_COURSEFEES_DEPT_DEAN

Please contact The University Budget Office at 392-2402 if you have any questions.