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Fiscal Policies for Payments and Reimbursement

General Policies & Procedures

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

These forms are available online at //latamfiscal.submittable.com/submit.

If you have not used Submittable before, you will be prompted to create a free 提交table account prior to submitting a form. 

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

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

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

  • Center for Latin American Studies PC: Maggie Martinez | mmartinez@latam.ufl.edu | 352-273-4715
  • Tropical Conservation & Development PC: Patricia Sampaio | psampaio@latam.ufl.edu | 352-273-4734
  • Master of Sustainable Development Practice PC: Andrew Noss | anoss@ufl.edu | 352-392-3293
人员
  • This task sheet is to be used for any payment to a person, as an individual, that is not a personal reimbursement.
  • 人员 paperwork often takes far longer than five days to get into the system, so provide as much advance notice as possible.
旅行

Please review our 旅行 Guidelines before completing a 旅行 Task Sheet.

  • The new Travel Task Sheet will now be used for Travel Authorizations (TA), 旅行 Expense Reports (ER), and personal reimbursements (ER). A TA must be in place for all travel managed through the Center. UF requires a TA be in place for foreign travel, travel for conferences, and for any travel with pre-paid purchases (such as airfare or lodging) on a P-Card.
  • TAs should be submitted at least 10 business days prior to the date of travel if the travel is for a UF employee. If the travel is for a non-UF employee, just getting the traveler in the UF system can take 7-10 business days so plan accordingly.
  • Travel requires a request for a Foreign Visiting 旅行er Payment at least 14 days prior to their arrival.
  • Cash Advances require reconciliation into 人Soft within 10 days of the date of the return from the travel. Failure to do so can jeopardize the opportunity for future Cash Advances.
  • A short explanation in English is required by 旅行 on all foreign receipts that are not in English.
P-Card/Voucher
  • All P-Card/Voucher receipts must be submitted to the fiscal office within 3 days after the purchase. Fiscal staff has 15 days to reconcile expenditures in the system and failure to do so can now result in loss of P-Card privileges at the UF level.
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点击 这里 to view/complete a fiscal task sheet.
往来

Jessica Mrozinske Baker, Accounting Coordinator
电子邮件: jmrozin@latam.ufl.edu 
Phone: 352-273-4707

Jessica Caicedo, Fiscal Assistant III
电子邮件: jcaicedo@latam.ufl.edu 
Phone: 352-273-4735

Jaye Madden, Fiscal Assistant II
电子邮件: jmadden@latam.ufl.edu 
Phone: 352-273-4722