Reporting Outside Activities and Potential Conflicts of Interest

Published: November 6th, 2018

Category: Memos

Joseph Glover, Provost and Senior Vice President for Academic Affairs Jodi Gentry, Vice President for Human Resource Services

This is a reminder that all employees of the University are subject to obtaining approval before beginning outside activities and reporting these activities and potential conflicts of interests.

An annual disclosure should be submitted at the beginning of each academic year or other annual appointment for each existing outside activity or financial interest. A supplemental disclosure should be submitted at such time as there is a significant change in an activity or financial interest (nature, extent, funding, etc.) or before a new outside activity or financial interest is undertaken. These reporting provisions shall apply to activities performed while an employee is in pay status, or is on a compensated leave, including a professional development leave, but may not apply to activities performed wholly during a period in which the employee has no appointment with the University of Florida. The employee should still be aware of and deal with the conflict of interest considerations that may arise from the latter activities.

A conflict of interest (COI) occurs when a person serves or represents two distinct entities or persons and must choose between two conflicting interests or loyalties.  A University employee has a conflict when his/her outside activity or financial interest could potentially interfere with their professional obligations to the University.

All financial interests, including but not limited to, stock, cash and LLC interests in an entity that does business with the University should also be reported and approved by the University.

The forms, regulations, and policies concerning disclosure and approval of outside activities and financial interests can be found at

An employee’s failure to report activities or financial interests under the University’s rule or the applicable collective bargaining agreement or to follow any conditions imposed pursuant to the University’s approval of such activities or interests may be grounds for disciplinary action. Such actions may include, but are not limited to: reprimand, fine, reduction in salary, change of assignment, prohibition of outside activities, suspension without pay, and termination for cause.

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