Welcome to the CFA Business Office

Welcome to the College of Fine Arts Business Office.
If you need to contact us or would like a explanation of our areas of responsibility, please visit our business office staff page.
 
Please view our quick question/answer sheet to get you started with the business office.

Question:   Are you going somewhere?  ( Yes I am )

Question:   Do you need to buy something? ( Yes I do )

Question:   Are you hiring someone or paying someone a lump sum? ( Yes I am )

Question:   Do you need a UFID or a Gatorlink user name assigned or additional access to PeopleSoft? ( Yes I do )

Question:   Can we help you with something else?  ( Yes please )

 

 

 

 

 

 

 

 

 

 

 

Question:   Are you going somewhere?
A travel authorization is required for ALL travel, regardless of the incidental nature of same. Travel where only mileage will be requested also requires a travel authorization prior to travel taking place.  Please see our guidelines with links to forms.

International Travel – special considerations and obligations: MedEx purchase requirement, etc.

REMINDER:  Travel taken without following these guidelines is considered unauthorized travel and will not be reimbursable.  It is for your own protection that these forms be signed and submitted well in advance of the trip to properly activate insurance coverage and to ensure the travel is justified to the satisfaction of the comptroller for audit purposes.

[back to top]

 

 

 

 

 

Do you need to buy something?
Everything in the world of UF purchasing has changed during Summer 2009.  If you have received an award of funding, or been provided an area state budget allocation, please follow the instructions below BEFORE YOU BUY ANYTHING.  If you have a need to purchase technology, please make sure you follow the CFA Technology guidelines.

If you are attempting to use material and supply fees or equipment fees, click here 

The college is not responsible for purchases or reimbursements for personal expenditures made outside of the guidelines.

How will you obtain goods?
- MyUF Marketplace
- P-card
- Out of pocket payments/ Personal Reimbursements
- Through the Business Office

All purchases must EITHER be approved by the Business Office OR on an itemized area budget BEFORE making any purchase.  A requisition form must be fully completed and submitted to the Business Office if there is not an itemized budget on file.  For example, any purchases on a Scholarship Enhancement Fund can be made without additional approval, if (and only if) they follow the approved SEF budget on file.  This guideline applies no matter HOW the spending occurs.

All purchase requests will be reviewed by the Business Office to make sure they follow UF’s Purchasing Rules and Regulations.   Expenditures from all fund sources including State, Foundation (including HESCAH and Marston Visiting Artist Funds), Mint Funds, lab fees*, equipment fees, Scholarship Enhancement Funds (SEF) and Gator Aid Funds will be reviewed. 

*Important notice:  Any requisitions using lab fees will only be approved once lab fee money is available.  You may not spend lab money before you have been notified that you have it available.  You will receive notification from this office regarding your available balance as well as when you must have it spent several times throughout the semester. See Material And Supply Fees Or Equipment Fees.

[back to top]

 

 

 

 

Hiring someone or paying someone a lump sum?
It is the responsibility of the CFA Business Office Staff to ensure the appropriate hiring process is used for all hiring and payment of visiting artists in the college.

For every type of hire and/or lump sum payment (including someone you think may be an independent consultant being paid an honorarium) EXCEPT Graduate Student Assistantships fill out the Individual Payment Information Form (this used to be called the New Hire Request Form but that title was not getting across the idea that this form needs to be completed for ALL types of payments (not just actual hires). After completing that form, make sure to have it signed by the Director of the School and give it to Barbara. The HR staff will contact the candidate to gather any necessary hire paperwork and will complete the hire and communicate with the new hire and one unit staff contact person regarding any orientation or information the employee or unit need to begin their job.

For Graduate Student Assistantships and Fellowships communicate all hires/changes/terminations to Laura Robertson (lrobertson@arts.ufl.edu) who will get that information to George Trucano. George will process all aspects of Graduate Student Assistantships and Fellowships.

Please complete and turn in (signed) the Individual Payment Information Form as soon as you know you want to pay someone. The earlier you turn in this paperwork, the earlier this office can start the process of getting him/her paid.

The HR Business Office is also now providing the Individual Information Form. This is a form that is basically the top portion of the Individual Payment Information Form but it’s so you can attach this to an email that you send to people you want to pay to have them complete the personal information the Business Office needs in order to pay him/her.

CONFIDENTIALITY of Personnel Information: For the information of administrators and prospective employees below is a link that describes the allowed uses for gathering social security numbers and the privacy/security measures surrounding such information.
Social Security Number Privacy

[back to top]

 

 

 

 

 

Do you need a UFID or a Gatorlink user name assigned or additional access to PeopleSoft?

 The College of Fine Arts Directory Coordinator is Barbara Mitola (George Trucano is the back-up). The Directory Coordinator assigns UFID numbers and facilitates assigning Gatorlink user names (to allow access to UF computers and PeopleSoft).

The College of Fine Arts Departmental Security Administrator is Victoria Masters. The D.S.A assigns PeopleSoft related roles (mainly to faculty and staff).

  [back to top]

 

 

 

 

 

 

Can we help you with something else?

If you have a need not addressed above, please visit our staff page to find the contact information of the business office staff.  Or feel free to email the Business Manager/Chief of Staff at ksheffield@arts.ufl.edu.

  [back to top]