Alethea has a draft letter for travel awardees that she’s used for the R meeetup awards - provides awardees with documentation on their limit and also is something they can show to their processors to prove it’s ok to ask the UFII for funds
Once we tell her who gets what, they incur expenses and then tell their processor to contact UFII for a chartfield to charge
No restrictions on types of expenses we can cover (except alcohol)
Award and expenses don’t have to be exact: a pcard amount can be more than the award if there are other funds to cover it, otherwise put it on a personal card and ask for partial reimbursement, Alethea has added a few dollars over the award amount before if expenses have been close - cap can be flexable
TA (and expenses) can be done through home department or they can be done through UFII - UFII is probably a good default unless someone’s department wants it
If there is grad school funding it has to go through them
$1500 from UFII as a contribution towards these awards from George, already earmarked
We have a “143” type account - cash basis, no restrictions - actually have two, one carried over and needs to be merged
Staff with Enterprise Reporting can see it, MJC does not have this role, won’t pursue since other treasurers may not be staff
Alethea has a report that she sends - good for us since her and Flora actually bill most of the things against this account, not us
Set up an accounting system on our side as well?
Ask WEC about how we are/are not retaining funds in this account
14% “tax” taken out by UF based on the amount we spend from the account, Alethea tries to set this aside in her report for budgeting
Carpentry membership
Heather Bradly (WEC) did a PO and asked for chartfields to cover their portions of the membership
Ask her why WEC originates the PO, Alethea would be happy to do it in the future
Plant Pathology aka Dev workshop
Can transfer funds from our account to a compatible account for the student group or could transfer from another UFII account and shuffle if the account types are not compatible
Can take funds from exteranl people w/ our account (sponsors, donations) but it may be better to set up a foundation account to accept these if possible due to them having less restrictions (alcohol!) and lower fees
But, Alethea says we need to make sure we’re getting value from our participation and if we’re going to cut deals w/ revenue sharing we need to go to our supporters (George, Pam, Ethan, etc) to make sure it’s ok since we’re giving away some of the value they added to UF.
Misc
Target budget for catering is $300/day
We can take registration funds and pay workshop expenses as long as they’re UF - eg Simona and FLREC are fine
