Changes to UF Policy Regarding Unencumbered Payments, Quoting and Purchase Order Threshold

Alan M. West, Assistant Vice President and University Controller, Lisa Deal, Procurement Director, Office of the Chief Financial Officer

Due to recent audits and changes in Federal law, two important changes to the University of Florida’s policy regarding unencumbered payments and purchase orders will go into effect September 1, 2017. These changes will support best practices by decreasing fraud risk, encouraging use of contract suppliers, ensuring funds are available to pay suppliers promptly and appropriate use of funds.

Unencumbered Transactions
The list of what can be paid unencumbered has been revised and can be found in UF Disbursements’ Directive and Procedures, Section 5 E: http://www.fa.ufl.edu/wp-content/uploads/disbursements/Disbursement_DirectivesandProcedures.pdf.

Areas no longer allowed unencumbered:
• Clinical trial expenditures (except payments to UFHealth/Shands and FCPA)
• Contracts for goods or services executed by UF staff
• Lease of space

Purchase Orders
A recent change in the law raises the threshold requiring multiple quotes before issuing a purchase order from $5,000 to $10,000. UF Policy will now require:
• Three or more quotes when requesting purchase orders of $10,000 or more; however,
best business practices suggest soliciting quotes whenever possible.
• Purchase orders at $5,000 and up except when the purchase is allowed unencumbered

For answers to questions about disbursements, please contact Randy Staples at (352) 392-1241 or disbursements@ufl.edu. For answers to questions about procurement, please contact Lisa Deal at (352) 294-1151 or procurement@ufl.edu.