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2.2A  Account Opening Procedures for Distance Programs & Courses - College Credit or Continuing Education

After a college credit program or course is approved to be self funded, or a continuing education activity is approved by the sponsoring department's chair, an account to track the revenue must be set up with the Division of Continuing Education (DCE).  In additon, DCE requires a letter of agreement so all stakeholders understand the financial responsibility of undertaking the new program.

Process for Setting up an Account to Collect Self-Funded Revenue

  1. Select a level of service and finalize budget.
  2. At least 30 days prior to the program/course starting date, complete a program information form, budget, and letter of agreement for selected level of service.
  3. After forms are completed and signed they should be sent to
      DCE Finance & Accounting
      Box 113172
      Attn: New Program Desk
  4. DCE will assign a DCE program number and flexfield in PeopleSoft
  5. DCE will send the initiator a packet with a copy of signed budget and letter of agreement, the DCE program number and the flexfield and PeopleSoft chart fields.

Forms are located at: http://dce.ufl.edu/quicklinks.aspx

2.2A.I Support Service Needs
DCE offers varying levels of services for launching and supporting distance programs, dependent on the sponsoring unit's needs.   For information on service levels, visit: http://www.dce.ufl.edu/selffunded.aspx

2.2A.II Budget Development
All initial budgets should contain:

  • Estimated revenue
  • Estimated expenses by category
  • Estimated instructional costs – dual compensation or OPS
  • Library Fee $3.00 per credit hour (this may change with the implementation of RCM)
  • UF Overhead (F&A Fee 8% of expenses, Self-funded fee 8% of revenue)
  • Reserve minimum 10% of revenue
  • Credit card merchant fees 2.7% of actual charges

2.2A.III Program Information Form
The program information portion of this report is used to develop annual reports on DCE activities for the Provost’s office. The contact information section gives our staff contact information for the signature authority on your account and the person who will be completing your fiscal tasks in PeopleSoft.

2.2A.IV Letter of Agreement
The letter of agreement lists the responsibilities of DCE and the sponsoring unit.  It also clarifies financial responsibility.

 

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