University of Central Florida Research Foundation, Inc.
General Disbursement Guidelines
1. All expenditures must be reasonable and in support of research, sponsored projects or other UCFRF approved activity at the University.
2. Expenditures must comply with any restrictions stated by the funding agency.
3. Expenditures must not jeopardize the UCFRF's tax exempt status.
4. Expenditures should be charged to the appropriate account as the charge is incurred.
5. Expenditures must be supported by receipts along with a written justification that includes the purpose of the expenditure and the relationship to the UCFRF project being charged.
6. Minor travel related items such as tolls, tips, cab fares, or shuttle charges less than $25 require proper approval; however, receipts are not required.
7. Tips of 20% for meals are standard. Tips for taxi’s, shuttles and hired cars should not exceed 15%.
8. Salaries for UCF employees or students will be paid through UCF’s Human Resources Office. A separate UCF account will be established by UCFRF for this purpose.
9. The PI and the Chair or PI’s supervisor should review expenditures and ensure that they comply with the fund’s intent.
10. The UCFRF and UCF accounts established for project expenditures must be monitored by the PI. Any negative balance must be adjusted to at least zero prior to project end date.
11. No expenditure, direct or indirect, may be made for political or charitable contributions, dues to social clubs, fines or penalties. Personal inurement and associations are not appropriate expenses.
12. No individual, other than an officer or authorized designee of the UCFRF has authority to enter into contracts on behalf of the UCFRF.
13. When possible, checks should be made payable directly to the vendor, rather than to reimburse individuals for out-of-pocket expenses.
14. Payments of all types to foreign nationals may require special tax treatment or export control review and must be brought to the attention of the UCFRF prior to the finalization of commitment.
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