Material & Supply Fees Material and Supply Fees are

defined by Florida Statute 1009.24 (12)(g) as Materials and supplies fees to offset the cost of materials or supplies that are consumed in the course of the student's instructional activities, excluding the cost of equipment replacement, repairs, and maintenance.” 

Material & Supply Fee Request Form

Can be found at: www.aa.ufl.eduRequires Dean’s signatureApproximate Dates to File Forms:

Fall – January Summer – January Spring – AugustRequests may not be filed once the term has begun

Deletions may be requested at any timeCan be faxed to 352-392-8735Emailed to smorris@aa.ufl.eduOr mailed to PO Box 113175

Allowable ItemsAdhesives, Epoxies Lab Tests or Fees

Batteries Manuals

Blueprints Maps

CD's, Other Temporary Media Storage Markers

Chemicals or Gases Paint for class projects

Construction Documents Photographic Reproduction

Consumable Supplies (please list below) Printing or copying costs

Copy paper Projector bulbs

Disposable Flip Charts Scantrons

Disposable items (please list below) Seed, Feeds

Fabrics for class projects Slides

Fertilizers Software (one-time licensed; one-time use given to students only)

Gasoline for field trips Soils

Kit Parts Toner

Not AllowedMaintenance & Repairs

Travel

Lecturer Fees

Speaker Fees

Software (except for 1 term licenses)

Software upgrades

Equipment that last for more than one term

Tools that last for more than one term

Leases

Allowable PeopleSoft Accounts

721200  NATURAL GAS 731100 LAB SUPPLIES 731200  ANIMALS FOR RESEARCH 732100 OFFICE SUPPLIES- GENERAL 733000 BUILDING MAINT AND SUPPLIES 734100 COMPUTER SUPPLIES- GENERAL 734200 COMPUTER SOFTWARE 735000 MEDICAL SUPPLIES 736000 MOTOR FUELS AND LUBRICANTS 793000 PRINTING AND REPRODUCTION 794100 FREIGHT

ISIS Course Fees New tab on ISIS

ISIS Course Fees

Cash Balances in Fund 162

Course Fees are to be Expended During Term collected

If >15% of term revenues are left over in cash next term’s collections will be suspended

Cash Balances Can reclassify current year’s

expenses from departments budget using E2E’s for eligible expenses

If more than 15% of revenue remaining in cash two weeks after term end future course fees will be suspended until balances are spent down

Account For Expenditures By Course

DEPTFLEX Required On ALL Purchases as of 200608

Consist of 4 Digit Dept Code

Plus Last 5 Right Digits of course #

DEPTFLEXABE3000C

COURSE NUMBER

(LAST 5 DIGITS)

DEPTFLEX60073000C

60070000

DEPT CODE

(FIRST 4 DIGITS)

DEPTFLEXABE3000

COURSE NUMBER

(LAST 5 DIGITS)

DEPTFLEX6007E3000

60070000

DEPT CODE

(FIRST 4 DIGITS)

Bulk Items Can Use Speed Type to apply

DEPTFLEX Can collect expenses (without

DEPTFLEX)Not assign DEPTFLEX at purchase Use E2E at end of term to apply DEPTFLEX

All Costs MUST be assigned to DEPTFLEX no later than two weeks after end of term

Reports to Run to Analyze M&S Fees

Fund 162 Enterprise Reporting>New

Department Reports>Cash Summary (Excel provides DeptFlex )

Sort/Pivot by DeptFlex to summarize information by course

FIT Tool

Enterprise Reporting/New Department Report

Shows available balance in cash

Material & Supply Contact

Susan Morris392-2402

smorris4@ufl.edu Provost Website:

http://www.aa.ufl.edu/Material/