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Directory University of Florida

HHP Procurement Form

Instructions

  • Select one: Select a payment option from the drop-down menu
  • Included in Division Budget: Select Yes or No if the expense is included in division budget
  • Date: Enter date of purchase/request
  • Requester: Enter the name of person requesting the purchase
    NOTE: If you are submitting the request on behalf of another person, you are the requester
  • Business Purpose: Enter the business purpose for the purchase/request

TABLE

  • Vendor: Enter vendor name
  • Item Description: Enter description of item purchased/requested
    NOTE: if the item being requested is from Amazon (or any other site where a PCard would be used), enter the direct link to the item in the ‘Item Description’ box in the row beneath the item description
  • Item #: If applicable, enter item number. Otherwise, leave blank
  • Quantity: If the itemized receipt is not clear, enter quantity of item(s) purchased/requested; otherwise, use ‘1’
  • Unit Price: Enter unit price of item; if the quantity is ‘1’, enter total amount of purchase/request
  • Amount: Auto-calculated live based on Quantity × Unit Price

If food was requested…: Select the appropriate option from the drop-down menu

Purchaser Name: Name of person using their PCard OR requesting an unencumbered invoice be paid (REQUIRED if you are the Purchaser)

Purchaser Signature: Signature of person using their PCard OR requesting an unencumbered invoice be paid (REQUIRED if you are the Purchaser)

Note: If you are submitting a request to be completed by the budget office, please email the completed form to budget@hhp.ufl.edu

Guidelines for Business Purpose

A business purpose is a concise statement providing the level of detail needed for an independent party to easily and quickly disseminate the legitimate reason for a transaction and its benefit to the University:

  1. The use must be reasonable and benefit the University.
  2. The use must fall within the funding entities intent/color of money.
  3. The use must comply with all applicable laws and regulations.

The business purpose should clearly establish why an expense is occurring, not restate the purchase.

Example: Acceptable business purposes

  • Nitrogen used in the preservation of tissue samples.
  • Shipping of protein samples to Scully-Castle Research for testing of river-tam microbial.

Example: Unacceptable business purposes

  • Lab supplies
  • Shipping charges
  • In support of research

University Functions • Business Meals • Entertainment

UNIVERSITY FUNCTIONS

University funds may be used to provide food at a seminar, retreat, workshop, orientation, or other University function provided the event is infrequent (no more than monthly) and non-discriminatory (open to all employees in a workgroup). For the purposes of this policy, a workgroup consists of a unit/department.

Examples of University functions:

  1. Events associated with department conferences or workshops
  2. Holiday or beginning of the academic or fiscal year events (which may include spouses, partners or family members)
  3. Staff development. For reasons of employee training and/or team-building, it can be beneficial for divisions/departments to provide food and beverages for staff at retreats
  4. Staff recognition events hosted by the department, college, or division

University functions are limited to $200 per person each day of the function, including all expenses ($125 maximum per person for food and drinks, and $75 maximum for venue rental, service charges and other associated expenses).

All payments or reimbursements for these expenditures must include a description of the gathering’s business purpose and a list of attendees.

BUSINESS MEALS

The University may pay or reimburse for properly documented meals whose primary purpose is a business discussion. “Properly documented” consists of, at minimum, an itemized receipt and list of attendees. Under this policy, expenses (excluding gratuity and tax) associated with business breakfasts or business lunches are limited to $30.00 and $50.00 per person, respectively. Expenses (excluding gratuity and tax) associated with business dinners are limited to $125.00 per person.

Based on state guidance, gratuities should not exceed 20% of the bill subtotal before tax. In some cases, tips on meals may exceed 20% where there is an automatic gratuity charged by the venue.

To qualify as a business meal under this policy:

  1. Generally, the attendees should include at least one non-University employee whose presence is necessary to the business discussion.
  2. Meetings of two or more University employees will only be paid or reimbursed if the following three criteria are met:
    i. Meetings must be held infrequently (no more than weekly)
    ii. The meeting is agenda driven and directly concerned with the business of the University
    iii. The meeting time encompasses a regular meal time and could not otherwise be scheduled during regular working hours
  3. Expenses may be incurred only for those individuals whose presence is necessary to the business discussion.
  4. The University will not pay or reimburse business meal expenses that lack documentation or a clear business purpose.
  5. Meetings and/or gatherings that are primarily social in nature do not qualify for payment or reimbursement as business meals, no matter the attendees.

ENTERTAINMENT

The University may pay or reimburse expenditures relating to entertainment when the purpose is:

  1. Fundraising
  2. Promotion of the University
  3. Entertainment for guests of the University by designated University officials
  4. For purposes of this policy, “designated University officials” includes deans, vice presidents, development officers, senior administrators and other employees who have been specifically asked to serve in a host capacity
  5. Cultivating a donor/prospect or engaging alumni

Examples of entertainment expenditures include food, beverages, admission charges, flowers, and other miscellaneous expenses. These expenses must be reasonable, prudent, appropriate to the occasion, and consistent with the University’s mission.

Entertainment expenses should not exceed $125 per person (excluding tax & gratuities). The cost should be appropriate for the type of meal or event, and this limit applies to all venues including restaurant expenses and entertainment at private residences.

Based on state guidance, gratuities should not exceed 20% of the bill subtotal before tax. In some cases, tips on meals may exceed 20% where there is an automatic gratuity charged by the venue.