CFO Division FAQs

Wires may be requested as a form of payment to an approved UF supplier and with an approved voucher. Wires paid in USD are processed by Disbursements and instructions can be found on the Disbursements webpage at https://www.fa.ufl.edu/directives/payments-and-cancellations/

Wire payments in a Foreign currency or that require an intermediary bank are processed by Banking and Merchant Services (BMS) by submitting the UF Bank Wires form to investments@ad.ufl.edu. The amount field on the Bank Wires form should be the amount of the foreign currency you wish to send. The voucher is the equivalent amount of USD. Send an email to Special Payments at payments@admin.ufl.edu with “Bank Wire Voucher” as the subject line to prevent the payment from being sent twice. Banking and Merchant Services will notify Disbursements and have the voucher amount corrected at the time of the foreign wire being issued. The Bank Wires form can be found on the Banking and Merchant Services webpage at https://www.fa.ufl.edu/departments/banking-merchant-services/forms-resources/

Our department is the liaison for external auditors.  Contact us by submitting a ticket to the Finance Hub contact form and we can provide assistance in compiling information, coordinating responses, etc.

Responsibility Center Management (RCM), commonly known as incentive-based budgeting, is a management philosophy designed to align budget allocations with university goals and objectives by decentralizing several components of the University’s budget authority. The goal is to delegate aspects of the University’s operational authority to colleges, divisions, and other units, allowing them to align their goals with the University’s central mission: Teaching, Research and Scholarship, and Service.

These decentralized models result in increased transparency and empower local leadership to make data-driven decisions.

In an incentive-based budget model a framework is created to direct funding to the units generating the revenue, then charges are assessed to cover the unit’s share of centrally borne expenditures like administrative and common service and support.

In RCM models, revenues, based on customized activities or drivers (e.g., credit hours instructed), are allocated directly to the unit generating those activities. Units that do not generate revenues are funded by a overhead allocation fund, which is a determined contribution from each revenue-generating unit to fund University support activities (e.g., IT). An RCM model also leverages a subvention fund which allocates a strategic pool of resources to the University leadership to fund key institutional priorities. It is important to note that in UF’s RCM model, the allocation methodology stops at the school/college level meaning it is the Dean’s discretion as to how funds are allocated within a particular unit.

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At the time, because of the Great Recession, the University was forced to take ongoing expense reductions. This inhibited the university from achieving many of the former President’s Strategic Work Plan goals. Leadership determined that UF “must grow through aggressive management of nontraditional, entrepreneurial growth.” Specifically, UF wanted to make the shift because of:

• Decreasing and uncertain state support
• Increasing self-reliance
• Having the ability to further promote innovative and entrepreneurial activities
  that are financially viable
• Giving campus units the tools needed to diversify and generate new revenue sources

UF undertook a review of the RCM model in 2016 In an effort to ensure UF’s budgeting process meets the needs of the university. The scope of the review was to identify what was working with the budget model as well as how it might be improved in the areas of revenue and
expense allocation. Specially the goals of this review were to:

• Ensure the model was incentivizing the right activities
• Simplify the model
• Increase predictability
• Align model with University strategic goals
• Provide clarity
• Create dedicated Provost strategic fund

The effort resulted in several key enhancements including simplifying allocation methodologies, reducing the complexity of overhead assessments by standardizing model tax rates, the establishment of a Provost strategic fund. The comprehensive report can be found here.

Modern budget philosophy within higher education continues to evolve much like the industry as a whole. Best-practice has proven that universities who operate within an RCM budgeting framework can benefit from modest modifications to the budget model every 4-5 years. As universities continue to mold to the environments around them, it is important to ensure funding practices are aligned with an institution’s strategic priorities. Further, model mechanics that may have made sense in theory (e.g., step-down costing) may not be feasible in day-to-day practice or may be unnecessarily cumbersome. Thus, convening a thorough review of the budget model on a regular 5-year basis can ensure the model continues to allocate resources appropriately across the institution and ensure long-term model understanding and sustainability.

The 2021 review of UF’s Budget Model resulted in over 50 potential enhancement opportunities. Through the engagement’s governance process, those opportunities were narrowed down to 7 near-term enhancements. The intended outcomes of these enhancements are detailed below and are being developed over the course of this academic year.

Component units will largely be unaffected by this effort. Specifically, no funding or process changes will occur within component units because of this effort. However, as part of the all-funds enhancement, UF will need to understand the comprehensive financial picture of each component unit to incorporate that view within UF’s all-funds model. Specific leaders of these component units have already been identified and engaged to assist with this ongoing effort. All questions related to component unit funding and other unit-specific operations, should be directed to the leadership team of that component unit.

The University has selected Workday Adaptive Planning as new tool to replace the current Hyperion budget tool. While that effort is not an explicit enhancement coming out this engagement, it is directly tied to the work that is being completed as a part of this effort. The decisions and outcomes made through this process will be incorporated into the new tool’s infrastructure. More details as to the timeline, process, and intended outcomes of this effort will be made available as progress is made.

There are five primary avenues for campus involvement and input:

1. Working Group – The Working Group is charged with leading the modifications to the RCM budget model. The Working Group is made up of a diverse set of campus members from several colleges and roles. One of the jobs of each Working Group member is to solicit feedback from his/her constituents so that their opinions can be considered throughout this engagement.
2. Implementation Teams – Each Implementation Team will be directly involved in carrying out each of the previously listed enhancements. These groups are made up of a broad array of campus constituents and each group has at least one member who is an academic dean. Updates from these meetings will be published as needed.
3. Deans – Deans are actively involved in this process and are engaged by project leadership on a regular basis. They should be able to provide ongoing updates to their specific colleges as needed as the engagement progresses and may drive change at the local college level.
4. Unit Budget Officers – Staring in the late Fall timeframe, the CFO’s office will re-establish a roundtable of unit business officers to discuss engagement updates, provide an avenue for feedback, and outline the necessary steps needed to implement each enhancement.
5. Open Forums – In the Spring, the CFO’s office will work to schedule a series of open forums where campus can learn about initiative progress and ask any relevant questions. These campus forums will be either in-person or online and will be recorded and open to all UF employees. More details regarding time and location will be made available closer to the date.

Please submit all questions, comments, and feedback here. We will get back to you as soon as possible.

Refer to the resources available on the UF HR Toolkit – Budget and Commitment Control that explain and demonstrate the KK tools, such as the Budget Inquiry and Budget Detail pages in myUFL.

Navigate in myUFL to Main Menu > Financials > Grants > Grants Summary Pages > Project Summary Page. In order to view the page, you will need the security role: UF_FI_UNIVERSAL_INQUIRY. For more information, attend the class PRO323 Post Award Overview. Web simulations: UF HR Toolkit – Finding Project ChartFields

Yes. See the ChartField definitions.

There are several resources for use when entering the correct ChartField combination. The Required Chartfield by Fund spreadsheet, for example, lists what ChartFields are required when using certain funds. The others can be found on the General Accounting section of this website

Required ChartFields are required for University accounting and reporting. Optional ChartFields are used internally by departments to track internal expenses or further specify the transaction. The Fund Code you use determines which ChartFields are required. For example, Fund 101 does not require a Dept Flex ChartField, but Fund 143 does. However, you may use a Dept Flex ChartField with Fund 101 to further specify why or where the money is being used for your departmental financial tracking. Use the Required Chartfield by Fund spreadsheet to check whether a ChartField is required in your transaction.

The Set ID identifies the set of tables that define the accounting structure, such as the chart of accounts and accounting calendars.

At this time, only one Set ID is being used – UFLOR.

Typically loans are disbursed prior to the drop/add date and scholarships (Bright Futures) and grants are disbursed after the drop/add date. Bright Futures is applied to a student’s account after the end of drop/add and may not be disbursed to all students at the same time.

To view what your aid has paid for, log into your ONE.UF. Then, select “View my Account” under the Campus Finances (Bursar) section. Once you are on your homepage, choose the Payment History tab. This will show the dates of financial aid disbursement(s). Select the date for disbursement amounts to see what was paid and any amount refunded.

There are several reasons that charges may still be on your account after financial aid was applied:

1. Charges exceeded amount of financial aid disbursed.
2. Your aid type does not cover certain charges.
3. Student/Parent Plus loan permission was not granted for Federal Title IV aid to pay charges other than tuition, housing, and books.
4. You may have a Veterans or Merit deferment, which allows financial aid to be refunded without paying tuition and fees.

UF requires all refunds be delivered via direct deposit to your checking account listed in your ONE.UF account. To enter or review your direct deposit information, log into ONE.UF, select View My Account > Related Links > Sign Up For Direct Deposit.

Any student who received a student loan(s) and/or Federal TEACH Grant while attending the University of Florida must complete an Exit Counseling session(s). This counseling is designed to assist students with understanding their rights and responsibilities that applies to their loan or Federal TEACH Grant award.

A student must complete Exit Counseling upon withdrawing, dropping below half-time enrollment or graduating from their program of study at the University of Florida. Graduating students will receive an exit counseling requirement notice via email for Federal Direct/Grad PLUS loans/TEACH Grant recipients and/or letter notification for all other loans prior to commencement.

Federal Perkins, Federal Health Professions, and Institutional loan borrowers: The repayment schedule will be provided online at the time you access exit counseling.

Federal Direct/Grad PLUS loan borrowers will receive repayment information directly from their Direct Loan Servicer. Students who drop below half-time enrollment or withdraw from the University of Florida and have not completed the online Exit Counseling will be mailed an exit counseling requirement letter and/or packet.

After Exit Counseling has been completed, the exit counseling hold will be removed from the student’s record within 48 hours.

Exit Counseling is mandated by Federal regulations. The counseling session(s) will cover important information you should know about your loan(s) and TEACH Grant obligations. Note: Those who do not complete Exit Counseling will have their official transcript, diploma, and other University services placed on hold until this requirement is completed.

• Loan Repayment Plan
• Repayment Options
• Deferment and Forbearance Options
• Cancellation Options
• Loan Consolidation
• Loan Rehabilitation
• Debt Management
• Prepayment
• Consequences of Default on loan and service obligation
• Service obligation for TEACH Grant recipients

For your convenience, Exit Counseling is provided online at the following websites.

• Federal Direct/Grad PLUS Loans and Federal TEACH Grants: StudentAid.gov
• Federal Perkins/Federal Health Professions/UF Institutional Loans: www.ecsi.net

Anyone on the Deposit Control team.  Contact us through tmhelp@admin.ufl.edu or call (352) 392-9057.

ONLY Banking & Merchant Services-Deposit Control can delete a deposit. Please contact our office at (352) 392-9057 or tmhelp@admin.ufl.edu and request us to delete the deposit. Include the Deposit Unit and ID.

Navigate in my UFL to: Main Menu>Accounts Receivable>Payment>Direct Journal Payment> Modify Accounting Entries

• Enter the Deposit Unit and ID
• Click on Search.
• Deselect the Complete box
• Click OK when the warning box is prompted
• Click Save

Navigate to Accounts Receivable>Payment>Direct Journal Payment>Create Accounting Entries

• Click the Delete button (“X” next to the lightning bolt icon) 
• Click Save 

Navigate to Accounts Receivable>Payments>Online Payments>Regular Deposit 

• Select the Totals control tab 
• Change the Accounting Date to the desired date.
• Click the Payments tab 
• Click the Save button 
• Click the Apply Payments link 
• Click the Create button (lightning bolt) 
• Click the Complete box 
• Click the Save button 

Support documentation is required to be uploaded electronically to the departmental deposit when it is entered in myUFL. Documents should support the purpose of the deposit and the fund and account code used in the Chartfield string. A good rule of thumb is to ask “What would help someone else understand this deposit?” Examples of uploaded documents would be an invoice, sales receipt, statement, cash expense refund form, check log, remittance advice, EFT addendum, etc.

• Cash and Check deposits accounting date is determined by the day the deposits are received by the bank.
• Credit Card accounting date is determined by the settlement date.
• ACH/Wires accounting is determined by the date on the addendum.

We budget check all deposits daily, which updates your available balance in Commitment Control.

Refunds related to expenses should always be deposited to the same ChartField from which the original expense was paid. Enter the original voucher number, expense report number, or journal ID number in the reference field of the Journal Reference Information Tab when making the deposit. Banking & Merchant Services must verify the ChartField information on the original expense against the ChartFields in the deposit.

You can have one Balance account and up to two Amount accounts.

This is your primary/default account where your funds are deposited. There must always be a Balance account and, although it can be changed, it can never be deleted. If Amount accounts are created, these amounts are sequentially taken out in order of priority i.e. 1 then 2 and the remainder (if any) of your deposit then goes to your Balance account.

Additional bank account(s) to have specific amount deposited. Amount must be entered in the system. Amount Account may be deleted.

Please allow 1-2 pay cycles for your change to become effective.

None of the plans pay 100% of tuition and fees. Listed below are fees that are not covered by any of the Prepaid Plans and must be paid by the published payment deadline for each term to avoid the assessment of a $100.00 late payment fee:

• transportation access fee
• technology fees
• test fees
• material & supply fees
• distance learning fees
• equipment fees
• repeat surcharge
• excess hour surcharge

Students participating in the Florida Prepaid College Program who are also expecting to receive financial aid will have the Florida Prepaid applied first to tuition and applicable fees. Financial aid received will be disbursed and applied to outstanding charges, which may include tuition and fees not covered by the Florida Prepaid Program.

The Florida Prepaid billed amount will show prior to the first week of classes. Review your Tuition Statement as it should show as “Billed to Sponsor.” Please contact us at (352) 392-9545 if it does not show on your Tuition Statement.

Yes. If the objective is to recover charged costs of providing it to users, then it is necessary to follow the FSEA requirements.

No. With the assumption that your unit meets the other FSEA criteria, it does not matter whether you have $250,000 in revenue or $2,500. You are required to follow the FSEA guidance.

Uniform Guidance is short for “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards”. This is a set of federal guidelines by the Office of Management and Budget (OMB) that recharge and to which cost centers must adhere to, with some exceptions. Click here for additional information or to browse the Uniform Guidance.

Yes, the same requirements still apply.

The requirements still apply (although the audit risk may be lower).

We are happy to perform process walk-throughs, reviews of a specific process, general information about internal controls, or specialized training for your department.  To request, submit a ticket to the Finance Hub contact form.

The following questions can be used to determine if a control is well-designed:

• Does it help ensure funding, regardless of the source, is properly used?
• Does it detect and/or prevent errors in a timely manner?
• Does it reduce the risk of fraud, errors, waste or abuse?
• Does it contribute to record and reporting accuracy?
• Does it assist in meeting sponsored project performance deadlines for outcome reporting?
• Does it foster confidence that funds are safeguarded and spent appropriately?

Internal controls should be designed to meet three goals: effective and efficient operations, reliable reporting and compliance with laws, regulations and grant objectives.  To accomplish this, ensure that the five components of internal control are addressed:

1. Control Environment: Leadership sets a top down expectation
2. Risk Assessment: Identify and analyze internal and external risks associated with the process
3. Control Activities: Policies and procedures that establish the control
4. Communication: People understand their role, the control, and the information necessary for the process is shared appropriately
5. Monitoring: There is a strategy for regular monitoring and testing to ensure the control for the process is taking place

Key areas include separation of duties, authorization and approvals, security of assets, and review and reconciliation.  Visit the Standard Control Procedures website for more information about key areas to consider when designing your controls.

It is not necessary to send an email in order to post a journal entry request. General Accounting will query for all journals and post journals that have V-V status. If any backup is needed, please add the attachment to the journal.

No. For example, when you need to reverse a journal completely, you may use the same journal ID as the original journal; however, it is necessary to use the current date. Please remember that the budget date is also required to be updated; the budget date should be the same as the journal date.

Please attach a completed and signed Cost Transfer Form to your journal. If a completed form is not attached, then Contracts and Grants cannot approve and post your journal.

This error may occur with Contracts and Grants funds 201, 209, 211, 212, 213 and 214 when a grant has expired. Please contact the appropriate C&G office to extend the budget date. A list of the appropriate contacts can be found on the Contracts and Grants website. Once C&G has extended the project date, the journal will need to be budget checked.

An Analysis Type (An Type) should only be entered when you have entered a project. The analysis type is determined by the account. If an expense account is entered, then GLE (General Ledger Expense) is required; if a revenue account is entered, then it is necessary to use GLR (General Ledger Revenue).

To change the date, follow the instructions on how to change the journal date.

Managerial budgets are one-sided journal entries to the budgets ledger. Once posted and migrated to the data warehouse, they provide the ability to analyze budgets against the associated expenditures and commitments. Using the FIT cube you are able to drill down to the underlying transactions.

No, managerial budgets are used as a guide and were not established to control spending.

Two FIT cubes have been developed for Managerial Budget:

UF_GL_END_USER allows access to the BUDGETS Ledger group, as well as, the ability to enter Managerial Budgets. Please have your DSA request to have BUDGETS added to your Ledger group

Managerial Budgets will no longer be posted in a nightly batch process.  When your Departmental Security Administrator (DSA) requests for you to have BUDGETS added to your ledger group, you will be given access to enter and post journals to the BUDGETS ledger. Please see the Managerial Budgets Toolkit for instructions on posting Managerial Budgets journals.

Contact General Accounting at (352) 392-1326 or Finance Hub.

A negative balance is an over expenditure of funds within a specific cost center. Payroll and allocations override budget and are the primary transactions that create a negative balance. Negative balance notifications are distributed to departments on the first business day of the month by General Accounting for appropriations, auxiliaries and cash based funds. Negative cash balances for project related funds are handled by Contracts and Grants.

Negative Balance notices are sent to the college or department Budget Contact.

There are separate queries for cash, appropriation and auxiliary funds:

Appropriation

Navigate to Main Menu > Financials > Reporting Tools > Query > Query Viewer. The query name is UF_GL_KK_NEG_APPROP, choose the Excel version.

Enter Set ID: UFLOR, your DeptID & current Budget Period. (However, the Fund Code and Program may either be entered for a more specific chartfield or the % character may be entered in each field to return all data.)

Click “View Results” and if any exists, your data will be available to view.

Cash

Navigate to Main Menu > Financials > Reporting Tools > Query > Query Viewer. The query name is UF_GL_KK_NEG_CASH_QRY_DEPT, choose the Excel version.

Enter UFLOR for the Set ID and the DeptID to be reviewed in the Department field. However, the Fund Code, Dept Flex, Source of Funds and Project may either be entered for a more specific chartfield or the % character may be entered in each field to return all data.

Click “View Results” and if any exists, your data will be available to view.

Auxiliary

Navigate to Main Menu > Financials > Reporting Tools > Query > Query Viewer. The query name is UF_GL_KK_NEG_CASH_QRY_DEPT, choose the Excel version. For DCE Fund 143 use UF_GL_KK_NEG_CASH_QRY_FLEX.

Enter UFLOR for the Set ID and the DeptID to be reviewed in the Department field. However, the Fund Code, Dept Flex, and Source of Funds may either be entered for a more specific chartfield or the % character may be entered in each field to return all data.

Click “View Results” and if any exists, your data will be available to view.

The Prompted Department Reports and/or FIT Cubes may be used:

1. Navigate to Enterprise Reporting>Access Reporting>Financial Information>Financial Information Tool>UFLOR>Department Reports:
2. For Appropriations there is the Appropriation Summary YTD and for Cash_Based Funds the Cash Summary LTD (by Fund).
3. Filter your report for Fund, DeptID and Budget Reference for appropriations and Fund and DeptID for the cash based cube.
4. Use the drill down feature for 600000, 650000 or 700000 to see the source transactions

Negative cash balances may be cleared by transferring budget into the cost center or by moving costs out of the cost center. For a budget transfer, navigate to: Main Menu > Financials > Commitment Control > Budget Journals > Enter Budget Transfer or contact your college budget office. Payroll can be retroed to another cost center, but if costs cannot be retroed, corrections may need to be moved via a General Ledger journal entry. For payroll related journal entry questions, contact the Payroll Office at (352) 392-1231. For allocation related corrections contact General Accounting at gahelp@admin.ufl.edu.

Please refer to the Billing page for more information on the Internal Customers invoicing process. Included on this site are requirements regarding processing of the internal charges.

Please refer to the Billing page for more information on the External Customers invoicing process.

Yes. It is important to have the documentation of the surplus/deficit analysis and the most current rate calculation on file.

Revenues collected from sales of goods and/or services are generally deposited in Auxiliary Funds. In some circumstances, when the amounts are small or the activities are not recurring, an ‘Incidentals Fund’ can also be used. However, all such business activities should first be approved by the appropriate authority. Contact Auxiliary Accounting for more specific guidance.

No. Revenues generated by FSEA activities cannot be used to pay for expenses that are not related to the FSEA. In other words, all expenses paid from FSEA money should help generate the FSEA revenues. In addition, it is generally not possible to transfer money from an auxiliary fund to a non-auxiliary fund.

UF is part of the State Self-Insurance Program, and each year, Environmental Health and Safety sends the premiums related to Auto Liability and Property Insurance to the Auxiliary Accounting Office. In September, an assessment is passed through to individual FSEAs based on the following:

• Total Auto Liability premium is allocated based on the number of vehicles at the end of the prior fiscal year.
• Property Insurance is based on building values.

FSEAs share the funding of support unit costs incurred by the University through the allocation of the overhead assessment as part of the Responsibility Center Management (RCM) budgeting process. The overhead assessment is adjusted annually based on the RCM calculation. It will typically appear on the general ledger in account 813xxx: Administrative Overhead. For more questions regarding this charge please contact the UF Budget Office.

If the expenses in a given Department ID exceed the cash balance of the FSEA, your department will carry a negative cash balance. It is expected that your department maintains a positive cash balance at all times, as spending authority for a FSEA is controlled by available cash.

Contact the departmental administrator in the department in which you were employed.  The departmental administrator will be able to print the earnings statements for you using the navigation UF Departmental Administration > UF Earnings Statement Print.

Complete the Affidavit for Duplicate check, and send the form to University Payroll Services, PO Box 113201, Gainesville, FL 32611.  University Payroll Services will process the form and issue a replacement check.

Contact UF HR for information about leave cashouts.  Information is found here.

Log into ONE.UF, select “View My Account” under the Campus Finances (Bursar) section, then select Make a Payment.

• Pay with electronic check (ACH) with no service fee. Enter your checking account number and routing number.
• Pay by debit or credit card. Accepted cards include American Express, MasterCard, Discover, or Visa.  A 2.75 % non-refundable service charge is added to the balance paid on all online credit card transactions. For international credit cards, the non-refundable service charge will be 4.25%.
• The International Payment option is a wire transfer that offers a foreign currency exchange rate.

Payments can be submitted in person with a personal check, cashier’s check or money order inside our office during 9:00am to 4:30pm or at the Drop Box located outside of our office.

Ensure that your payment is made payable to the University of Florida and includes the following information:
Address, phone number, UFID

Yes, but the card transaction is run as credit which includes a service fee. Please see payment options above for additional information.

No, payments are applied to the oldest debt due on the account. You cannot specify the payment to pay a specific charge.

Online payments are applied within 15 minutes after selecting the Submit Payment button. Checks put in our drop box are applied the next business day.

• On ONE.UF, pop-up blockers may need to be disabled or turned off. For browser-related issues, please click here.
• A returned payment (insufficient funds, closed account) will prevent future online payments until the charge has been satisfied with a money order or cashier’s check, payable to the University of Florida.
• Administrative holds may also prevent online payments. Please contact the department list under the Actions Items > Holds.

The oldest debt showing under Charges Due. Payments cannot be applied to specific charges.

Yes, starting Fall 2024 the University Bursar’s Office will offer a 4-equal payments installment plan for eligible current term students. Eligible charges will be displayed on the student’s One.UF Campus Finances page under Charges Due. Please view your Campus Finances Account on One.UF to see eligibility and access enrollment. Payment plan enrollments will be charged a non-refundable fee of $15 at time of enrollment. For additional information regarding payment plans, please visit our payment options page here.

Enter the earnings code of the additional payment in the Department Budget table for all the earning dates of the pay period in which the Apay is paid. Enter as many lines with the earnings code as combo codes to be charged. Please note that the earnings code entered in the Department Budget Table must match what is on the paycheck for the system to pick up the correct chartfields.

On the Department Budget Table USA tab (Main Menu/Human Resources/Set Up HCM/Product Related/Commitment Accounting/Budget Information/Department Budget Table USA) choose the Add a New Value tab. Please verify the data to add from Job data.

Be sure to check the department ID (home department) and the employee record # (ER#) that is shown for the employee’s job data. This must be exact with what is being used in the Department Budget Table (DBT). It is possible that you may have an existing DBT for this employee that shows a different home department ID than the one that is needed for your current job data.

Yes, additional pay (Apay) can be corrected in the Department Budget Table. You would enter the Apay earnings code in a sequence that includes all the earnings dates that the Apay paid out in. There will be a blank line with a combo code that is for the regular earnings in the sequence. There is a simulation of how to do this at UF Toolkits.

If you are claiming an exemption from tax withholding on your Form W-4, this tax will not be deducted from your paychecks. 

If you are not claiming an exemption from tax withholding on your Form W-4, your bi-weekly taxable earnings on the paycheck (after taking into account your W-4 tax status and other W-4 elections) are not high enough to result in any tax withholding.  The IRS Tax Withholding Estimator tool can be used to help determine your desired Form W-4 elections.  Our office is not permitted to advise you regarding what to claim on your Form W-4.

Some people have reported that they are unable to view or print the online W-2. This may involve either your web browser configuration or not having a current version of Adobe Acrobat installed on your computer. If you are unable to view and print your W-2 form, please try the following before contacting the UF Helpdesk ((352) 392-HELP or helpdesk@ufl.edu). Your Pop-Up Blocker may be turned on. There are two ways to turn off the Pop-Up Blocker: For Internet Explorer

1. 1. Hold down the “CTRL” key when you click on “My Self Service -> View W-2/W-2c -> YearEndForm” hyperlink. Continue holding the key until a new page appears with your W-2 form.
2. If you click on “My Self Service -> View W-2/W-2c -> YearEndForm” and your W-2 form does not appear, you must disable your Pop-Up Blocker. On your Task Bar, go to “Tools”, scroll to “Pop-Up Blocker,” and choose “Turn Off Pop-up Blocker.” Then, click on “My Self Service -> View W-2/W-2c -> YearEndForm” again for your W-2 form.

For Firefox Users When Firefox blocks a site, it notifies the user on the top tool bar. If you click the Options button, you can select either allow pop-ups from my.ufl.edu or show a particular pop-up. By selecting to show the bottom site, you will be able to open your W-2 form. Users can also go to Tools -> Options -> Content and uncheck the “Block Pop-Up Windows” box. If using Internet Explorer, you may also need to enable advanced feature such as adding myUFL to your Trusted Sites and enabling automatic prompting for file downloads.

If these options still do not work, contact your college or departmental computer support personnel.

[Click here to view the full W-2 FAQ page.]

Generally, if you consent after January 22, your paper W-2 form will still be mailed to the address on file in the UF Directory. However, once you provide your consent, you can view your W-2 online as soon as it has been generated.  You must have myUFL access to view your W-2 electronically in My Self Service.

[Click here to view the full W-2 FAQ page.]

• Refer to the Form W-2 Guidance for Former Employees handout.
• Inactive (terminated) employees should complete a Former Employee Address Change Request Form. This form will only change your address going forward.
• If you submit your address change after the W-2s are generated (typically, by January 20^th), your W-2 will still reflect your old address.
• If you submit your address change before the W-2s are generated, your W-2 will reflect your new address.

[Click here to view the full W-2 FAQ page.]

Please allow sufficient mailing time to receive your paper W-2.  All printed W-2s are mailed on the last business day in January for the preceding calendar year.  If you have not received your W-2 within a reasonable delivery time, you may request a duplicate copy by completing a W-2 or 1042S Duplicate Request Form and forwarding it to University Payroll and Tax Services.  A printed W-2 copy will be sent as you have indicated on the request form.

[Click here to view the full W-2 FAQ page.]

Active employees can update their local home mailing address in myUFL using the navigation Main Menu > My Account > Update My Directory Profile.  However, if the address change occurs after the forms are generated, your new address will not be reflected on either your online or paper W-2.

[Click here to view the full W-2 FAQ page.]

Click this link for instructions on how to accept Credit Card payments via e-Commerce (Internet) or click this link for instructions on how to accept Credit Card Payments via Swiping Machines. Or, contact us at 352-392-9057 or at Treasury-creditcards@ad.ufl.edu.

For technical, hardware and troubleshooting support concerning PAX terminals contact:

service@bluefin.com or 1-(800) 675-6573

If they should determine that your unit needs to be replaced call Payment Card Operations at (352) 392-9057 to get a quote and to order a replacement machine.

Contact the Privacy Office as well as Banking & Merchant Services.

Privacy Office:
Email: privacy@ufl.edu
Phone: (352) 294-8720
Fax: (352) 627-9052

Mailing Address:
PO Box 103175
Gainesville, FL 32610-3175

Physical Address:
3007 SW Williston Road
Gainesville, FL 32608

Banking & Merchant Services:
Email: tmhelp@admin.ufl.edu
Phone: (352) 392-9057
Physical Address: Criser Hall, Room S-113

Agents of the University are no longer allowed to process credit card transactions on University-owned devices on behalf of customers.  The customer must make the online payment using the customer’s own device.

Contact Banking & Merchant Services, Payment Card Operations:

• Phone: (352) 392-9057
• Email: tmhelp@admin.ufl.edu

Annual training is required for personnel processing credit cards in one of the following categories:

• Has access to cardholder data
• Fiscal officer of account in which credit card payments are credited and/or their delegate
• Handles credit card payments as part of their regular job duties.

Contact Banking & Merchant Services, Payment Card Operations:

• Phone: (352) 392-9057
• Email: tmhelp@admin.ufl.edu

Download the eCommerce Credit Card Refund, complete, sign, and send to Banking & Merchant Services Payment Card Operations for processing.

PCI DSS is the result of a collaboration of the major credit card associations to establish a single data security standard designed to protect sensitive cardholder information. Any entity that stores, processes or transmits cardholder data (including credit and debit cards) must comply with PCI DSS requirements.

PCI DSS requirements are defined by the Payment Card Industry Security Standards Council (PCI SSC). Visit the PSCI SSC website for more information.

Cardholder data is any personally identifiable data associated with a cardholder. This could be an account number, expiration date, name, address, social security number, etc. When required for business purposes, the following information may be stored:

• Primary Account Number (PAN)
• Cardholder Name*
• Service Code*
• Expiration Date*

*Any of these elements being stored in conjunction with the primary account number must be protected in accordance with PCI DSS requirements. The following information may never be stored subsequent to authorization:

• Full Magnetic Stripe
• Card Validation Code (CVC2/CVV2)
• PIN/PIN Block

Yes. Merely using a third-party company does not exclude a company from PCI compliance. It may cut down on risk exposure and consequently reduce the effort to validate compliance. However, it does not mean the company can ignore PCI.

The payment brands may fine an acquiring bank $5,000 to $100,000 per month for PCI compliance violations. The banks will most likely pass this fine on downstream until it eventually hits the merchant. Furthermore,

• Non-compliance can result in fines and remedial efforts that could easily exceed $1 million. Costs include fines, forensic exams, cardholder notifications, setup of a call center, credit monitoring and more costly compliance requirements. The costs would be the responsibility of the merchant.
• Fraud and identity theft are a risk to customers (students, faculty/staff and general public) if a department is non-compliant.
• Breach of cardholder information can result in negative publicity and damage to UF’s reputation.
• The bank will also most likely either terminate your relationship or increase transaction fees.

If you electronically store cardholder data post authorization or if your processing systems have any internet connectivity, a quarterly scan by a PCI SSC Approved Scanning Vendor (ASV) is required.

This is not an audit, nor does it substitute for an audit! The purpose of our reviews is to provide, in a consultative manner, an objective evaluation of internal controls in the area and alert relevant employees to potential risks.  A review is a proactive approach to monitoring internal controls and provide the opportunity to mitigate those risks before weaknesses are identified in an audit. A review helps answer the question “are we doing what we think we are doing?”

Quality assurance and internal control reviews are selected using a risk assessment based on several variables, e.g., funding levels, complexity of transactions, etc.

You will receive an e-mail and/or a call from the Internal Controls, Anti-Fraud, and Advisory Services department to let you know you were selected, find out the appropriate contacts throughout the review, and set up a time to meet.

No special preparation is needed.  The goal of our review is to obtain an understanding of your work processes and internal controls, while being as minimally disruptive to your normal work as possible.  We will work with your team throughout the process to coordinate walk-throughs or request information if needed.

Each department leader will receive a report that details conclusions and, if applicable, recommendations related to the various areas reviewed.  We will have a meeting at the end of the review to discuss the report and are always available to provide consultation on potential improvements that might mitigate compliance risk.

We are always happy to provide proactive reviews and consultations with departments, regardless of the funding source.  This could include a high-level process review, general evaluation of controls, reviews focused on specific processes, or other consultations to help your department.  Please reach out to us by submitting a ticket to the Finance Hub contact form.

As part of UF’s focus on data-driven decision-making, the Radical Financial Transparency (RFT) initiative leverages robust data analysis to enable greater understanding of how UF spends its limited resources. The goals of this work include enhancing transparency and visibility into how University resources are deployed, provide insights for and improve communication between unit leaders and University leadership, and enabling more strategic prioritization and investment decisions.

Eleven units were selected to participate in the pilot phase of this initiative: College of Dentistry; College of Design, Construction, and Planning; College of Education; College of Nursing; College of Veterinary Medicine; Facilities; Harn Museum of Art; Information Technology; Legal/OGC; Office of the CFO; University Libraries.

All other academic, administrative, and auxiliary units across UF will participate in the second phase of this initiative, which is taking place between July-December 2024. Unit leadership will receive an invitation from the Office of the CFO requesting their participation towards the end of June.

Data sources have been collected from central units (e.g. UFHR, UF Budget Office) to cover a wide range of operational, financial, and academic figures. Leveraging central data sources enables us to have a “single source of truth” and compare metrics more consistently.

The Radical Financial Transparency work is designed to cover a range of metrics to understand resource use across financial, operational, and academic metrics. Please note that all analyses may not be relevant or applicable to each unit reviewed, and some analyses are limited by data availability.

Unit leaders will be engaged to help the RFT team validate data and refine analyses. Since central data sources are being used, we are not expecting unit leaders to provide their own data to feed into these analyses, but rather to validate the central data inputs that are being used. As those who are closest to the operations of the unit, unit leaders will also provide context and additional detail to ensure any nuance is properly noted.

The first step of this initiative is to leverage data outputs to understand the current-state operations and resource usage at UF. As part of Phase 2 of this work, additional analyses will be performed and data will be used to drive conversation with unit leaders to understand opportunities for greater resource efficiency or investment opportunities across UF.

Please contact Sean Lonergan for more information.

Recharges are often direct costs on grants and contracts. As such, they must conform to federal requirements for direct costs (in OMB Uniform Guidance). They must also conform to specific federal requirements related to how rates/fees are established and assessed to users. Additionally, like any other sponsored project cost, in the event of an audit, documentation must exist to support them.

Labor Hour, Machine Hour, CPU Unit, Daily Rate, Test, Slide, Page, Cup, etc.

No, membership is not an appropriate cost-based unit.

The discrimination of users is not allowed. For example, you cannot set a rate specific to your department. However, if a group requires discounted rates, a subsidy from another source may be provided to account for the difference.

An internal user rate cannot be greater that the calculated/break-even rate. An external rate can have a surcharge that is above the break-even rate.

FSEAs must submit their rate proposals to Auxiliary Accounting for review and approval when any of the following apply:

• The FSEA is initially established.
• New services or products are added.
• Significant changes are made to the methodology used to calculate the rate(s).

If the estimate originally provided has significantly changed, the department may submit a revised rate recalculation worksheet. Once reviewed by the Auxiliary Accounting Office, the new rates can be changed. See the Rate Development section page for information on how to recalculate the rates.

No. The University recovers the Equipment Depreciation as part of the Federal Facilities and Administrative (F&A) proposal. Only an approved Specialized Service Center may include depreciation in their rates. A special approval from Auxiliary Accounting and Cost Accounting is required to be established as a Specialized Service Center.

Capital equipment (over $5,000) cannot be purchased from Surplus. It can be funded from Grants, Donations, Reserve Funds that receive surcharge revenue from external customers, and funding from colleges.

The service center can have a working capital allowance of up to 60 days. (Annual expenses divided by 6). For example: Annual expenses were $200,000. Therefore, the unit would be allowed to keep up to $33,000 in working capital reserve ($200,000/6). Surplus up to 60 days does not need to be included in the rate calculations.

Yes. A surplus does have to be carried forward. A plan must be produced by the department to show how this surplus will be eliminated in future years.

Surplus must be calculated in aggregate (across the entire center), and by each service line (if the center has more than one service).

General Accounting approves roles assigned to General Ledger and Commitment Control. For a description of the various roles, visit UFIT’s website.

FIGL

• UF_GL_END_USER
• UF_GL_CORE_STAFF
• UF_GL_CORE_SENIOR
• UF_FI_QUERY_VIEWER
• UF_FI_QUERY_MANAGER_PUBLIC
• UF_FI_QUERY_MANAGER_PRIVATE
• UF_GL_SUMMARY_LEDGER

FIKK

• UF_CA_BUDGET This role allows users to update department budget table in HR commitment accounting. This is a core user role.
• UF_KA_Cntrl_Budget This role allows users to view the General Ledger distribution summary and view department budget tables. This role is restricted to General Accounting staff.
• UF_KA_Provost This role allows users access to fiscal year budget reports and to the academic calendar. Users can perform override distributions. Note: This role is for the Provost only.

Some security roles are approved automatically once the required training course has been passed (i.e. UF_GL_END_USER requires PST956 before approving). Otherwise, the security roles are usually approved or denied on the same day as they are requested.

An overnight batch process is required to update your security status after General Accounting approves your request during the day. So, in general, you will have access to the system one day after General Accounting approves the request. Please remember to clear cache and cookies before trying to access the system.

• Internal Customers – the University Departments and their transactions with one another.
• External Customers – Faculty, students, and staff.

Yes. Finance and Accounting recommends setting up a separate Chartfield to appropriately capture FSEA activity separately from other non-related activities.

All current revenues and expenses should be moved to the newly approved ChartField string (this will be established at time of application). Contact Finance and Accounting for help with the journal entry.

Types of holds include:

• Financial – When a charge is not paid by the due date, a financial hold (negative service indicator) will appear on your account. Past due charges must be satisfied to receive university services.
• Exit Counseling – Loan borrowers separating from the University, applying for graduation or dropping below half time status are required to complete an online counseling session.
• Administrative – A department may place a hold on an account due to an unresolved issue or action to be completed.

A hold placed on the student’s record may prevent the receipt of grades, transcripts, diploma, admission to athletic events and registration will be denied for future terms. Holds are viewable in ONE.UF on the Action Items card, Holds tab.

For current tuition and fees rates, please click here.

Tuition and fees were not paid in full by the established deadline date.

University Bursar (UB) serves as the central billing office for departments and maintains the record in ONE.UF. These charges may be viewed on your account in ONE.UF; select the Campus Finances (Bursar) card > View Account Summary > Charges Due.

Go to your ONE.UF.EDU account under the Bursar Card (Campus Finances) and you can view the due date for your upcoming charges.

The payment term date reflects the term in which the payment was made. For example if you made a payment in July for Fall housing charge, it will show a payment term date of Summer.

Your charge will show within 48 business hours after completing the contract. If this charge does not show after 48 business hours, please contact the Housing Office at (352) 392-2171.

Log in at ONE.UF, select the Campus Finances (Bursar) section and select View 1098-T from Related Links.

I’ve graduated and I no longer have access to ONE.UF.  How can I get my 1098-T?   

If your access to ONE.UF has lapsed, you can restore it. Try the Self-Service Reset or call the UF Computing Help Desk at (352) 392-HELP (4357). You will be asked for your UFID number. 

The IRS Form 1098-T is an information form filed with the Internal Revenue Service reporting qualified tuition and related expenses amounts paid in the calendar year. The information on this tax form is to assist you in claiming your educational tax credit on your federal income tax return. The Taxpayer Relief Act of 1997 allows students (or taxpayers claiming students as dependents) to claim certain qualified tuition and fee payments for the American Opportunity Credit or Lifetime Learning Credit. Claiming education tax benefits is a voluntary decision for those who may qualify.

Per IRS regulations, the qualified tuition payments in Box 1 do not include payments for either the student health fee or the transportation access fee, which are mandatory per credit hour fees at the university.

Login at ONE.UF, select the Campus Finances (Bursar) card > View Account Summary >  Payment History. Enter the calendar year dates and enter.

• A valid social security number was not provided to the Registrar
• Non-credit program courses for which no academic credit is offered.
• Students whose qualified tuition and related expenses are entirely waived.

UBI stands for Unrelated Business Income.  The University of Florida, as a governmental unit, is not taxed on its income from an activity substantially related to the educational, or other purpose that is the basis for the organization’s exemption.  For the University of Florida, higher education, research/scholarship, and service are the basis of its exemption related to its mission.
However, the University is required to pay Federal income tax on net income from activities deemed unrelated to the exempt mission i.e. Unrelated Business Income.
For more information see website.

The University is exempt from Federal Income Tax as a public instrumentality of the State of Florida and is engaging in activities which include research and discovery, teaching and learning, outreach and public service. Any activities deemed unrelated to the mission of the University could be subject to Federal Income Tax.

It is required by the IRS. The IRS requires the University to file form 990-T annually to report any Unrelated Business Income.  The annual UBI Questionnaire and Certification helps the University identify activities that may have taxable income and document the reason for potential exemption determinations, if applicable.

The calculated tax associated with unrelated business income. The federal tax rate applied is the corporate tax rate, currently 21%.

Please review the website for examples of the activities subject to UBIT at http://www.fa.ufl.edu/directives/example-of-activities-unrelated-to-the-mission-of-uf/

Please review the website for examples of the activities not subject to UBIT at http://www.fa.ufl.edu/directives/example-of-activities-related-to-the-mission-of-uf/

The Internal Revenue Code (IRC) allows for certain exceptions, with most centering on passive income activities such as investment income, real property rental, or disposition gains and losses. The IRC also allows for specific exclusions related to volunteer workforces, convenience of members, donated merchandise and qualified sponsorships.

You can review exclusions here http://www.fa.ufl.edu/directives/ubi-exclusions/

For more information, you can visit our Unrelated Business Income Tax website or IRS Publication 598 (https://www.irs.gov/pub/irs-pdf/p598.pdf)

An e-mail is sent by the Auxiliary Accounting office notifying selected departments to certify the fiscal year activity for their unit.

For new activities or those with revenue reported in a different cost center than the in  previous year, the notification email includes a report showing Departments and GL Accounts specifying all revenues to be certified for the new fiscal year.

For recurring activities that were certified in the prior year and have revenue to certify in the new fiscal year, the email notification provides a link to the UBI Questionnaire and Certification.

The questionnaire and certification can be found on the Auxiliary Accounting website under UBI Questionnaire and Certification or by using the link provided in the notification email.

Staff with fiscal knowledge regarding the selected activity must complete the form.

Actions:
Email the Auxiliary Accounting department to notify them that you are not the correct person to fill out the UBI certification (ubi-tax@ad.ufl.edu). Or if you know the correct person, forward the certification email request to the correct person in the department

An Unrelated Business Income Certification questionnaire must be certified by the Highest Accountable Administrator for the department. It is usually a Dean, Department Chair, or Director of the department.

You will need to complete one UBI certification form for each activity in your selected department/account.  For example, Lab Services and Teaching and Technology are separate activities and two forms would be completed, one for each separate activity.

If you have multiple activities in one account and have questions, please reach out to the Auxiliary Accounting office for guidance at ubi-tax@ad.ufl.edu or call (352) 294-7236.

Yes, the UBI certification must be completed every year. The questionnaire can be accessed through our website.

There is nothing you need to do – this will not affect your tax return. Once your W-2 has been created, you will not be able to update the address on it.

The W-2 form includes all paychecks issued in the calendar year. In some years, there will be 26 paychecks while other years have 27 paychecks issued.

The most common reason for this is that you are a student exempt from FICA taxes. You are exempt if all three of the following apply:

1. You are an enrolled student for the current semester and have a student job (employed) at UF.
2. You did not work more than 32 hours per week.
3. You are enrolled at least half time.

For more information, please visit: https://www.fa.ufl.edu/directives/student-exemption-for-social-security-and-medicare-taxes-fica/

For tax reporting purposes, wages are reported in the calendar year in which they are paid, rather than when they are earned. You may have worked during December of one prior year but were paid in the following year. Or, you may have received an accrued leave pay out, deduction refund, or similar payment in the year reported on your W-2.

UF cannot provide any tax advice. Please refer tax‐related questions to your tax preparer, personal accountant or refer to IRS.gov.

The Employee Year-End Earnings Statements (EYES) assist employees in comparing the amounts on their W-2 forms to the earnings, deductions, taxes, and net pay on their last paystub for the year. The EYES also includes other nontaxable items as well as the University’s contributions on behalf of the employees.

The EYES statements may be accessed through myUFL at My Self Service > UF Employee Year End Statement.

Box 1 contains your total federal taxable gross pay. Pre-tax deductions will mean your federal taxable gross pay is different than your total gross earnings for the year.  Pre-tax deductions such as 403(b)/457(b) reduce taxable gross in Box 1 but DO NOT reduce Social Security in Box 3 and Medicare gross in Box 5.

Box 3 contains your total wages that are subject to Social Security taxes, which can differ from your total gross earnings for the year. Social Security’s Old‐Age, Survivors, and Disability Insurance (OASDI) program limits the amount of earnings subject to Social Security taxation for a given year. The limit, also known as the contribution and benefit base, is established by the IRS.

Box 5 contains your total wages subject to Medicare taxes, which can differ from your total gross earnings for the year. There is no annual limit on wages subject to Medicare withholding. However, you may be subject to an additional Medicare tax when your wages exceed an annual threshold amount.

Box 12 is where you will see all kinds of codes. Not all income coded at box 12 is taxable. The most common codes used at UF are:

C – Taxable cost of group-term life insurance over $50,000 (included in your wages at boxes 1, 3, and 5)
E– Elective deferrals under section 403(b) salary reduction agreement
G – Elective deferrals and employer contributions (including nonelective deferrals) to a section 457(b) deferred compensation plan
W – Employer contributions (including employee contributions through a cafeteria plan) to an employee’s health savings account (HSA)
BB – Designated Roth contributions under section 403(b) plan
DD – Cost of employer-sponsor sponsored health coverage (employee and employer portions)

What is in box 14 on my W-2 form?

132 – Before-tax parking deductions
125 – All before-tax deductions to health, life, dental, vision, flexible spending and other qualified plans
401a – Your contributions to the FICA Alternative Plan
414(h) – Mandatory retirement contributions. The FRS requires 3% employee contributions. These contributions, as required by s. 121.71(2), Florida Statutes, are treated for tax purposes as employer-paid employee contributions (commonly called an employer pick-up) under Internal Revenue Code section 414(h)(2).
14S1 – FFCRA Paid Sick Leave – EE
14S3 – FFCRA Paid FMLA

You can consent now to retrieve your copy in myUFL using the navigation:  My Self Service > Payroll and Compensation > W-2/W-2c Consent

Option 1 – Access an electronic W-2 form:

1. You can retrieve your W-2 form by going to one.uf.edu/w-2
2. Click on “Log in with GatorLink”
3. Login using your GatorLink and password
4. Once you have completed the verification step, a PDF copy of your W-2s and Employee Year-End Statements will be available to download or print.

Option 2 – Receive a mailed W-2:

Please send a duplicate request form by going to: W-2 or 1042-S Duplicate Request Form
Please allow 1-2 weeks for processing and mailing.

If you left UF less than 18 months ago, you will be able to request access to retrieve your form electronically.

1. You can retrieve your W-2 form by going to one.uf.edu/w-2
2. Click on “Log in with GatorLink”
3. Login using your GatorLink and password
4. Once you have completed the verification step, a PDF copy of your W-2s and Employee Year-End Statements will be available to download or print.

If you left UF more than 18 months ago, please send a duplicate request form: W-2 or 1042-S Duplicate Request Form

You can still retrieve your W-2 form by going to one.uf.edu/w-2 after resetting your password. Please visit the following website for instructions on how to reset your password: http://identity.it.ufl.edu/process/gatorlink/changing-your-password/. If you have any issues, please contact the UFIT Help Desk at (352)392-HELP [4357]

To access your form electronically through the One.UF webpage, please call the UFIT Help Desk at (352)392-HELP [4357] for help in resetting your password to enable you to log in. They should be able to assist you with logging into one.uf.edu/w-2 to retrieve your W-2 form.

Refer to the Form W-2 Guidance for Former Employees handout.

Generally, 1042-S forms are ready in late February. It will be mailed by the 15th of March. If you do not provide consent in FNIS to obtain your 1042-S electronically, there will be a significant delay in getting your form.

You will receive an email with instructions on how to provide your consent in FNIS (Foreign National Information System) to receive your 1042-S form electronically. If you do not provide consent, your 1042-S form will be mailed.

Generally, non-resident alien employees will receive an IRS 1042‐S form to document any earnings entirely covered by an approved tax treaty. However, it is common for some non-resident alien employees to receive a W‐2 form for some of their income. Examples include employees who have become residents for tax reporting purposes during the year, where tax treaty income dollar limits or time limits have been exceeded, or under other special circumstances.

It depends upon your visa status and time present in the United States. The Nonresident Alien (NRA) FICA exception under Section 3121(b)(19) exempts an NRA employee in F-1, J-1, Q-1 status.

This means that you most likely will receive a 1042-S form if you had earnings during the year.