2. Account Opening Procedures

Accounts to collect registration fees may be set up at varying levels of service. For information on service levels, visit: http://www.doce-conferences.ufl.edu/PlannerPackages.aspx.  

Setting Up an Account to Collect Registration Fees and Meeting Sponsorship
1.  Select a level of service. Information is located at
            http://www.doce-conferences.ufl.edu/PlannerPackages.aspx
2.  At least 30 days prior to event, complete a program narrative, budget, letter of agreement and fee sheet for selected level of service.  Forms are located at
            http://www.doce-conferences.ufl.edu/Forms/
3.  After forms are completed and signed they should be sent to DCE Conference Department, Box 113172, Attn:  New Program Desk
4.  DCE will distribute the forms for review and approval
5.  DCE will assign a DCE program number and flexfield in PeopleSoft
6.  DCE will send the initiator a packet with a copy of signed budget and letter of agreement, the DCE program number and the flexfield and PeopleSoft chart fields.

2.1 Budget Development
When developing your initial budget, you should first consider the financial objective of your meeting: to make a profit or to break-even.  After this objective is determined, you will be able to begin your estimated budget.  First consider all possible expenses for the meeting.  If this meeting has occurred previously, review past expenses.  After you have determined your expenses, you will be able to calculate the revenue needed to achieve your financial objective.

All initial budgets should contain:

• Estimated registration revenue, sponsorship or grant funding
• Estimated expenses by category
• Estimated instructional costs – dual compensation or OPS
• Insurance Fee (calculated on total dual compensation)
• Meeting planning or registration services fee
• F&A fee
• DCE overhead
• Credit card merchant fees

2.2 Program Narrative
The program information portion of this report is used to develop annual reports on DCE activities for the Provost’s office. The contact information section gives our staff contact information for the signature authority on your account and the person who will be completing your fiscal tasks in PeopleSoft.

2.3 Letter of Agreement
The letter of agreement lists the responsibilities of the conference department and the event organizer..  It also clarifies financial responsibility and distribution of residuals.

2.4 Fee Sheet
The fee sheet is used for meeting planning plus accounts to capture the information required to develop registration pages.

2.5 Cancellation Policy
All continuing education activities must have a clear cancellation policy.  This policy should be on all registration materials and websites.  Refund requests must be in writing (email is acceptable).  

Samples: 

Registration fees less a $_______ service charge will be refunded upon receipt of a written cancellation request.  No refunds will be issued for cancellations received on or after the conference starting date.  If the conference is cancelled, the University’s liability is limited to a refund of the registration fee.

Requests for refunds will be honored when received _____ calendar days prior to the program.  However, another person may be substituted at any time for this program.  A _____ administrative fee will be deducted for cancellations.  In the event that this program is cancelled or postponed due to insufficient enrollments or unforeseen circumstances, the university will fully refund registration fees but cannot be held responsible for any other expenses, including cancellation or change charges assessed by airlines, hotels, travel agencies or other organizations.

2.6 Administrative Costs
Fees assessed when using a DCE account

• A 3% fee will be charged by UF Finance & Administration Office on every expense that is paid from an auxillary account.
• A 5% overhead fee of the total amount of revenue deposited will be charged by the Division of Continuing Education.
• A 2.2% insurance fee (calculated on total dual compensation)
• A 2.3% fee will be charged by credit card companies (Visa/MasterCard and AmEx) on every charge that is processed.
• Meeting Planning and/or Registration Services - The agreed upon fee for meeting planning or registration services.

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