A completed form is required for all fiscal transactions, including Travel, P-Card purchases, payments to outside vendors, personal reimbursement, and all transactions involving paying people or Payroll. 

Our fiscal policy is to initiate a transaction within five (5) days of receiving a completed form. Forms with missing information will be returned for completion.

Some tasks cannot be completed within a five-day window, this information will be specified in each form's guidelines. 

If you are unable to fully complete your form, please reach out to your designated Program Coordinator (PC).

Center for Latin American Studies PC: Andrea Dahdah | andrea.dahdah@latam.ufl.edu | 352-273-4715

Tropical Conservation & Development PC: Patricia Sampaio | psampaio@latam.ufl.edu | 352-273-4734

Master of Sustainable Development Practice PC: Andrew Noss | anoss@ufl.edu | 352-392-3293

We recommend that you use either Google Chrome or Firefox to complete your forms.

A Travel Authorization (TA) for university business must be entered into the Travel and Expense Module. It is required for all travel related to conferences/conventions, travel (cash) advances, and foreign travel, when there is a registration fee, and when a university employee is stationed in a city or town and will be paid per diem for a period of over 30 continuous work days.

It is the policy of the Center for Latin American Studies that all travel should have a Travel Authorization in place prior to travel. Travel on Title VI funding requires additional permission from the Department of Education, and the requirements and restrictions should be included in your award letter.

Travel Authorizations should be requested at a minimum of 10 business days prior to the travel if you are a UF traveler. More time may be needed if the traveler has not previously traveled with UF funds.

Travelers are allowed up to 1 day on domestic travel and 2 days on foreign travel to reach destination and return from destination if needed.

The charges on the Travel Authorization are estimates of what you expect to spend.

For more information, read the UF Finance and Accounting Travel Guidelines.

To complete the Travel Authorization form you will need to provide us with ChartField information. If you do not know this information, please reach out to your Program Coordinator.

Program Coordinators:









Important:


  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.  



  • You can save a draft of your work if you would like to finish filling out the form at a later date.


  • All communications regarding your submission will occur via email.



The University will authorize payment up to 100% of personal funds of an approved Travel Authorization for university employees. A traveler shall not have more than one advance at a time and travel advances should be processed 10-20 workdays prior to start of trip. Requests for an advance more than 30 days prior will need a written justification of the circumstances which necessitate an exception to this restriction.

The advance must be settled no later than 10 workdays from the travel ending date. If not settled within 30 workdays, UF can garnish a traveler’s wages through Payroll. The traveler may make payment arrangements for a garnishment deduction until the cash advance is settled completely.

Prior to the 30 workdays garnishment, the Travel Department will generate three email notifications regarding the unresolved outstanding debt to the traveler on or around the 10th, 20th, and 29th workdays upon return to headquarters.

If the travel advance results in payroll garnishment, then the traveler will not qualify for future travel advances.

To complete the Travel Advance form you will need to provide us with ChartField information. If you do not know this information, please reach out to your Program Coordinator.

Program Coordinators: 


 Important: 

  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account. 
  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.

Because of IRS regulations, all expense reports for travel or other employee reimbursements must be submitted in the myUFL accounting system no later than 60 days after the expenses were paid or after the date of return from travel. http://www.fa.ufl.edu/directives/timeliness-of-travel-entertainment-and-employee-reimbursements/

To complete the Travel Expense Report form you will need to provide us with ChartField information, Travel Authorization number (if available), and all required receipts. If you do not know this information, please reach out to your Program Coordinator.

Program Coordinators:








Important:


  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.  



  • You can save a draft of your work if you would like to finish filling out the form at a later date.


  • All communications regarding your submission will occur via email.



Please note: It is the responsibility of the individual seeking reimbursement to seek confirmation that the purchase is appropriate for reimbursement by the University. If Fiscal deems the purchase is unallowable per UF Policies and Guidelines and should have utilized normal purchasing or Pcard processes, you will be notified that it will not be processed for reimbursement per UF policies.

Expenses that are NOT allowable for reimbursement include:


  1. IT Equipment. All IT equipment must be purchased using UF procurement mechanisms to ensure all applicable UF-IT standards are met.


  1. Clothing.


  1. Contractual Services (except with approval from the Director or Associate Director of Procurement Services).


  1. Any other commodities or contractual services that are required to be processed on a requisition/Purchase Order (PO) or PCard.
     


    1. To view allowable, conditional, and non-allowable PCard purchases, visit the Procurement website.



     


  1. Sales tax that would have been avoided if normal University purchasing processes had been followed (Sales tax must be deducted from unallowable reimbursements).


  1. Any reimbursement greater than $50.



Because of IRS regulations, all expense reports for travel or other employee reimbursements must be submitted in the myUFL accounting system no later than 60 days after the expenses were paid or after the date of return from travel. http://www.fa.ufl.edu/directives/timeliness-of-travel-entertainment-and-employee-reimbursements/

To complete the Non-Travel Reimbursement form you will need to provide us with the ChartField information. If you do not know this information, please reach out to your Program Coordinator.

Program Coordinators:









Important:


  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.  



  • You can save a draft of your work if you would like to finish filling out the form at a later date.


  • All communications regarding your submission will occur via email.



The University of Florida Procurement Cards (PCards) are designed for UF staff, faculty, graduate assistants, and OPS employees who make purchase or travel for official University business. PCards are only issued to individuals whose dean, director, or department head authorizes the requests. 

All PCard purchases must have a clear business purpose and be permitted by the funding source. It is the PCard holder’s responsibility to know which charges are not allowable on their PCards. https://procurement.ufl.edu/uf-departments/procurement-cards-pcards/procedures/allowable/

The University’s policy is that all PCard transactions are to be approved in 15 calendar days or less. Failure to do so can result in suspension or removal of your PCard privileges. 

To complete the PCard Payment form you will need to provide us with the ChartField information. If you do not know this information, please reach out to your Program Coordinator.

Program Coordinators:


Important: 

  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.   
  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.

To complete the Honorarium For US Individuals and US Companies form you will be asked to provide information you may not know.  Please reach out to the Program Coordinator associated with your activity or contact the Center's Fiscal Team with any questions.

Program Coordinators:
 

 

Important:
 

  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.


To complete the Honorarium Payments to Foreign Nationals form you will need to provide us with a ChartField information. If you do not know this information, please reach out to your Program Coordinator. The process to secure payment for a foreign national takes two to three weeks. Submitting this form later than that would not allow enough time for the check to be available at the time that payee is at UF.
Program Coordinators:



Important:

  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account. 
  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.


To complete the Supplier/Vendor Payment form you will need to provide us with supplier/vendor and ChartField information. If you do not know this information, please reach out to your Program Coordinator.

Program Coordinators:


Important: 

  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.   
  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.

To complete the New Supplier/Vendor Setup form, you will need to know the name and contact information of the supplier.


Important: 

  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.   
  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.

Before submitting this form, please make sure that you have discussed the appointment with Assistant Director and/or HR Assistant. The new hire cannot work until all paperwork is completed and approved in the system. HR Assistant will let you know the available start date. Please allow five to seven business days to complete hire process.


Important: 

  • To complete this form you will be prompted to log-in through Submittable. If you do not have a valid account, you will need to create a free Submittable account.   
  • If you encounter technical issues with the form, please contact support@submittable.com.
  • You can save a draft of your work if you would like to finish filling out the form at a later date.
  • All communications regarding your submission will occur via email.

Core Faculty travel funds are awarded to the Center Core faculty for use on travel related to their research. Any other use of these funds must be approved by the Center Director in advance. 


Any use of the funds must be in compliance with UF policy that expenditures must "support research, research-related activities, sponsored training programs and extension."