Material & Supply Fees

1. 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.” 

2. Material & Supply Fee Request Form Can be found at: www.aa.ufl.edu Requires Dean’s signature Approximate Dates to File Forms: • Fall – January • Summer – January • Spring – August Requests may not be filed once the term has begun Deletions may be requested at any time Can be faxed to 352-392-8735 Emailed to smorris@aa.ufl.edu Or mailed to PO Box 113175

4. Allowable Items

5. Not Allowed

6. 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

7. ISIS Course Fees • New tab on ISIS

8. ISIS Course Fees

9. 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

10. 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

11. 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 #

12. DEPTFLEX ABE3000C COURSE NUMBER (LAST 5 DIGITS) 60070000 DEPT CODE (FIRST 4 DIGITS) DEPTFLEX 60073000C

13. DEPTFLEX ABE3000 COURSE NUMBER (LAST 5 DIGITS) 60070000 DEPT CODE (FIRST 4 DIGITS) DEPTFLEX 6007E3000

14. 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

15. 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

16. Enterprise Reporting/New Department Report Shows available balance in cash

17. Material & Supply Contact Susan Morris 392-2402 smorris4@ufl.edu Provost Website: http://www.aa.ufl.edu/Material/