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.
© 2021 Huron Consulting Group Inc. and affiliates
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:
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:
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:
Please submit all questions, comments, and feedback here. We will get back to you as soon as possible.
Enhancement Objective |
Intended Outcome |
| 1. Create an all-funds model | Provide a comprehensive, transparent view into all of the resources, expenses, and commitments that exist across the University and its affiliated component units. |
| 2. Eliminate step-down costing | Simplify the model by eliminating direct overhead costs charged to support units. |
| 3. Build strategy for deferred maintenance | Develop a consistent strategy to fund and address deferred maintenance needs across campus. |
| 4. Review uses of the General Funds Supplement (GFS) | Evaluate the current uses of the GFS and determine potential changes to the allocation methodology to better help achieve institutional priorities. |
| 5. Clarify overhead assessments | Review and re-base (where appropriate) overhead assessments to colleges and auxiliaries to enhance transparency and accuracy of these assessments. |
| 6. Enhance strategic fund transparency | Document and clarify where and how strategic commitments are made across the University. |
| 7. Retool major capital governance | Establish a modified capital planning and approval process and correlated governance structure to plan for, manage, and execute on new capital requests and projects |
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.
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.
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.
For your convenience, Exit Counseling is provided online at the following websites.
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
Navigate to Accounts Receivable>Payment>Direct Journal Payment>Create Accounting Entries
Navigate to Accounts Receivable>Payments>Online Payments>Regular Deposit
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.
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.
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:
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.
Log into ONE.UF, select “View My Account” under the Campus Finances (Bursar) section, then select Make a Payment.
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.
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.
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.
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:
Annual training is required for personnel processing credit cards in one of the following categories:
Contact Banking & Merchant Services, Payment Card Operations:
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:
*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:
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,
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.
For current tuition and fees rates, please click here.
Tuition and fees were not paid in full by the established deadline date.
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.
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.
Using a PCard, many expenses can be prepaid (e.g., registration, airfare). If personal funds are used to pre-pay any expenses, reimbursement cannot be made prior to the completion of the trip.
Yes. You can assign access in your profile to as many Travel Arrangers as needed. Go to your Profile and either scroll to the page to the “Request Delegates” or “Expense Delegates” from the My Profile menu on the left side of the page and add the desired Delegate(s).
Yes, but these fees will be covered by the Office of the Chief Financial Officer.
For booking issues, contact World Travel Service at (865) 288-1901 between 8:00 am – 6:00pm EST, M-F. Refer to code: S-5CWK when you call. After Hours Emergency Support is available 24 hours a day at (865) 288-1901 (collect calls accepted).
You can view your trip itinerary in UF GO by selecting “Travel” from the menu at the top of the home page and going to your “Trip Library” section.
You can add, change, or cancel a Flight, Hotel or Car Reservation online through UF GO Travel or by contacting World Travel Service at (865) 288-1901.
Funding needs to be determined for UF GO Travel Requests before booking travel. Adjustments to the ChartField string can be made when creating the Travel Expense Report.
Yes, if you are assisting a PCard holder with their charges in UF GO, you will log in and “Act on Behalf” of that User to create reports and add charges in their UF GO profiles. This can only happen if the cardholder has given you Delegate permission in their UF GO profile settings. You can also contact the Travel Office to add you as Delegate to a User.
Account codes have been removed and replaced with just the expense type categories/names. UF GO will use the expense type selected to allocate the charges to the appropriate account code in myUFL. When you reference a UF GO report in myUFL you will be able to see the account code each expense was charged to.
We recommend you submit your PCard Expense Reports once every 2 weeks. Employee and Guest/Visitor Reimbursements can be submitted as needed. Travel Expense Reports need to be submitted after the trip is completed.
The UF GO booking tool is set up to default the results to “Shop by Schedule” which allows you to build your own itinerary. If you cannot find the flight you are looking for, you can also search by fares. Under “Rule Class” use “Business Travel” if you are making a UF approved trip. Simply choose the appropriate “From” and “To” destinations before clicking “Search”.
The University of Florida AirCard is a virtual payment method embedded within UF GO to pay for airline tickets. After you select your flight in UF GO, the AirCard will be an option to choose in the payment section.
It is the expectation that University Travelers and their Delegates select the least expensive airfare within the main cabin class (i.e., economy, coach) that is consistent with business requirements while on official UF business travel for domestic or international trips.
Upgrades to Business class are not allowed to be charged to University funds unless an ADA accommodation has been documented through the ADA Compliance Office.
No, Concur only creates the reservation. World Travel Service processes the ticket/invoice to ensure all information is captured for University purposes and performs a quality control review for trip accuracy.
When you log into UF GO, you should see any unused tickets in the Alerts section at the top of the main Home Page. Additionally, you should see them in your profile as well as in the air search results matrix. If you have an unused ticket, on the Trip Booking Information page there is a dropdown to indicate that you wish to use your unused ticket credits. This will alert World Travel Service to apply your credit. Unused ticket credits are airline-specific and can only be applied against purchases from the same airline.
No. The University will not compensate/reimburse employees or non-employees for use of personal frequent flyer miles.
*Trips booked outside of UF GO World Travel Service cannot be modified in UF GO or with World Travel Service
Conferences and meetings generally have hotel rooms blocked at privately negotiated contract rates between the hotel and conference/meeting holder. These special contract rates cannot be loaded into the UF GO Booking Tool and therefore, you should follow the meeting organizer’s instructions for making reservations. It is encouraged that Travelers or their Delegates check pricing in the UF GO Booking tool to compare rates and book whichever method is cheaper.
Yes. To add or modify a hotel, click the name of the trip you wish to modify in the “My Trips” section of the UF GO Home Page. From the “Travel Details” page, in the “Trip Overview” section you can “Add Hotel” to the existing trip. Adding the hotel separately and not to an existing trip is not recommended— your itinerary items will not be consolidated into a single itinerary and additional fees may be incurred.
Check the hotel cancellation policy to ensure you are changing or cancelling within the cancellation timeline to avoid fees or penalties. Contact World Travel Service to assist with cancellations within the cancellation penalty period.
Yes, use the current State of Florida contract for rental cars with AVIS/Budget when available, which are listed as “Most Preferred” vendors. If AVIS/Budget is not available or a truck rental is needed UF has a contract with Enterprise/National and Hertz Rental cars, which are listed as “Preferred” vendors. These contract fees are loaded into the UF GO Booking Tool.
If you must rent a vehicle from another vendor due to unavailability from our contract vendors, another vendor notated with the yellow exception triangle may be chosen. Be sure to purchase both physical damage coverage (i.e., comp and collision) and supplemental liability coverage when renting outside the AVIS/Budget contract.
Direct billing is especially useful when the department would like to pay for the car rental of incoming guests or UF travelers and will not have the form of payment with them when they pick up the rental car.
To set up AVIS direct bill, complete the Global Electronic Billing Terms of Agreement form and submit it to Raylene Clegg, Account Services Representative at floridahelp@avisbudget.com or call for additional information at (800-525-7521).
To set up Enterprise direct bill, complete the Enterprise Direct Billing Account Request form and submit to Jodi Rivera at jodi.l.rivera@ehi.com.
To set up a Hertz direct billing account, please contact Nadika Perera at nadika.perera@hertz.com for the application.
Yes. To add or modify a car, click the name of the trip you wish to modify in the “My Trips” section of the UF GO Home Page. From the “Travel Details” page, in the “Trip Overview” section you can “Add Car” to the existing trip. Adding the car separately and not to an existing trip is not recommended— your itinerary items will not be consolidated into a single itinerary and additional fees may be incurred.
In your Trip Search do not choose a car while filling in your cities/dates on the Home Page. Continue through UF GO Booking Tool as if you are just doing an air-only trip. Upon reserving your flight, you will be presented with the Travel Details page. From this page you have the option to click on the link to “Add Car”.
UF GO is a unified travel and PCard system through which UF faculty and staff will complete travel requests, book trips via the online booking tool, reconcile PCard, general reimbursements, and travel charges in one system. This allows the University to streamline the travel process, offering an integrated “one-stop shop” for travel requests, booking travel, and easily completed expense reports for quicker reimbursement.
World Travel Services is the travel agency contracted by UF that provides travel support to UF travelers. They are available 24/7 for all your business travel needs.
World Travel Service Contact Information:
* World Travel Service will provide the lowest logical airfare published and available at the time of booking, based on the traveler’s point of departure and arrival, stated itinerary and the company’s travel policy
Yes, all PCard transactions (travel and non-travel) are expensed in UF GO.
Yes, all General Reimbursements expense reports are completed in UF GO.
The UF GO have different types of users and system roles, for a complete break down visit the Roles page.
Yes. Concur Mobile is available for iPhone and Android devices. It can be used to book travel, review trip itineraries/expenses, upload receipts while traveling, submit and approve Travel Requests and Expense Reports. For information on how to download and use the mobile app, visit the Mobile section of the UF GO Toolkit.
There are 3 ways to sign into UF GO. You can either sign in through: (1) MyUFL (Main Menu > My Self Service > UF GO Travel and PCard), (2) ONE.UF (UF GO Travel and PCard Tile), (3) Concursolutions.com (Select the Single-Sign On (SSO) login option and enter your GatorLink and password)
The first time you log into UF GO, you should update your profile information before you attempt to book a trip in UF GO. While updating your profile, please be sure to verify your name, email address, and activate E-Receipts.
This information comes directly from Human Resources. Please contact UF HR to request your changes and/or updates by completing the following form: Name and/or Gender Change Request Form
No, the system was designed to work with all available browsers. Chrome tends to be the most commonly used.
UGO100: Introduction to UF GO is required for any user who needs to travel, has a PCard, or needs a general reimbursement.
Yes, Financial Approvers as well as Delegate Approvers need to complete UGO200: UF GO What Approvers Need to Know to be designated the Approver role.
A traveler is the person taking the trip on official UF Business. The PCard holder is the individual in whose name a procurement (PCard) card has been issued for the purpose of making UF business purchase.
A delegate is an employee who is given access to be able to perform work on behalf of another user in the UF GO system. This includes creating and preparing travel requests and travel, PCard, and general reimbursement expense reports. A user can have up to 250 delegates and an individual can be a delegate for up to 250 users.
There are two types of approvers in the UF GO system:
An employee can set up a delegate in their profile. Additionally, departments can submit the Delegate Form to the UF GO team to upload delegates for multiple users. To request to be added as a delegate by the UF GO team, departments must complete and submit the UF GO Delegate Form through the UF GO Contact Form.
Guests do not have access to the system. A process and workflow have been created for guest travelers which can be completed by admin support staff on their behalf. Please review the Guest Travel Process instruction guide for additional information.
Students without an active employment affiliation may be added as POI 00016 using the Guest Travel Process instruction guide.
Yes, edits can be made to chartfields that have been entered incorrectly in UF GO. A traveler, cardholder, or delegate can edit chartfields as needed while processing a request or report. If a request or report is submitted with the wrong chartfield, the approver can send it back for revision.
No, the expense report would need to be sent back or recalled by the user and they can change it and resubmit it into workflow.
No. Charges can be allocated to different chartfield strings on a single report. The chartfield entered on the header will default to all charges and then, it can be changed/split by line item or a group of line items at a time. Visit the UF GO Toolkit’s Expense module for additional allocation information.
At this time, the completion of the form will continue to be done through the established PDF, which once completed can be uploaded to the travel request and/or expense report. We are looking at this process as a potential enhancement once the system is launched.
A Traveler/PCardholder can have up to 250 delegates.
UF GO has travel and PCard policies built into the system that will alert users on allowable and unallowable purchase. Alerts will either be a warning or a hard stop to allow users to make revisions.
UF Foundation is the only DSO currently in UF GO. Other DSOs are not configured into UF GO.
Yes, and the applicable rates will appear pursuant to the current car rental contract.
Approvers in the workflow will automatically be reminded by the system of pending requests and reports requiring their attention. The system does not have an internal messaging component, so if additional contact is needed, it would need to happen outside UF GO (via e-mail, Teams, phone, etc.).
Yes, it can be used with TripIt. In addition, the agency World Travel has an app called TripSource that provides the same features as TripIt.
You will be able to view upcoming trips on your UF GO dashboard and an .ics file can be downloaded and saved in your Outlook account.
Yes. All PCard charges will be reconciled and approved through UF GO.
No, only the Traveler/PCard holder can submit the report, however Delegates can prepare the report up to the point of pre-submission.
Yes, a personal credit card can be added to a user’s profile to book business or personal travel through UF GO.
The user can recall the travel request and make corrections as long as it has not yet been approved.
The expense report can account for shared rooms for travelers. A secondary method of payment should be used for personal expenses during hotel stays.
Hotels booked for conferences at a negotiated rate are considered established exceptions. As such, these bookings can continue to be made outside the booking tool.
Yes, the option to be reimbursed for an airline ticket is still available with the appropriate documentation. The booking tool is still be required for airfare paid with personal funds.
Yes, the travel agency can accommodate processing group registration and air travel for a group of individuals. Please call or email them for these types of bookings.
Yes, the booking tool will be required for all travelers on official UF business.
Prices are equal or less expensive than what you find in other search engines. Deeper price discounts may be available in the future when the university can leverage spend data from the booking tool to negotiate with vendors.
You can upload receipt images up to 5MB in size, and they can be PNG, JPG, PDF, HTML or TIFF files.
Yes, saved documents in UF GO and all documentation submitted through UF GO is accessible in OnBase.
Yes, documentation can be added to a request or an expense report at any point in UF GO.