5. Purchasing and Disbursements

Each DCE activity is assigned a Flex field number beginning with 52.  Flexfields are set up in PeopleSoft after an approved budget has been received from the sponsoring unit.  All (non travel) program expenses should be set up as purchase orders in People Soft using DCE chartfields.   Expenses must follow UF guidelines and regulations.  DCE does have approval for the following exceptions for organized continuing education activities. 

• Food and beverage
• Entertainment
• Direct billing of sleeping rooms – must show cost savings above the standard rate
• Promotional Items
• Decorations

5.1 Vouchers
Disbursements
After goods and services and a complete invoice have been received, departments should input vendor invoices into the MYUFL Accounts Payable module using appropriate DCE chartfields.   This should be completed within five days of receiving the complete invoice.   Complete supporting documentation should be sent to Accounts Payable via fax imaging.  Instructions for fax imaging are located at http://www.fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.13.9

A copy of the invoice and support documentation should also be sent to the DCE Conference Department at Box 113172. http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.13.5

5.2 Travel
Travel expenses related to continuing education activities should be part of the budgeting process.   Travel expenses paid from DCE funds must comply with UF guidelines and regulations.   http://fa.ufl.edu/uco/handbook/handbook.asp?doc=1.4.14  

Continue to the Next Page - Receivables

Return to the Table of Contents