15. Program Closing Procedures

15.1 Close-Out Procedures

1. Run program ledger report from online FMS http://apps.doce.ufl.edu/fms
2. Verify that all expenditures have been posted correctly
3. Using Enterprise Reporting in PeopleSoft, run a fund report (143) using (8) digit flex field number drill down to monthly transaction detail.   Verify that all deposits and expenditures are posted correctly for each month your program has been active.
4. Verify that all financial obligations have been paid
5. Close all encumbrances
6. Complete the “Expenses” portion of an actual budget and email it to Gail Watkins at jgwatkins@dce.ufl.edu. Budget form http://conferences.dce.ufl.edu/Forms/
7. We will complete the revenue & fees portion and return the final copy to you via email. 
8. If your net revenue is positive, we will transfer the balance to your share account or to a new program.  If you do not have a share account, please send an email to Gail Watkins jgwatkins@dce.ufl.edu requesting that one be set up.
9. If your net revenue is negative, please email information on how you plan to pay the deficit.
10. If you have any questions or need any assistance in the process, please feel free to contact us. 
    

15.2 Close-Out Documents

15.3 Program Development/Share Account
Residual funds from continuing education activities will be placed in an interest bearing share account (for accounts with a minimum daily balance of $500.00).  Funds, which are generated and placed in a share account, should be used for the purpose of expanding, enhancing, or underwriting future education activities.  Expenditure of these funds is subject to the same regulations and policies as other University of Florida funds.

To set up a share account, complete the Signature Authorization form located at  http://conferences.dce.ufl.edu/Forms/ The dean of the sponsoring college, center director or their designee(s) must approve the creation of a share accounts.  Share accounts are assigned a unique flexfield and funds are carried forward from year to year.  To disburse share account funds, use appropriate UF purchasing and disbursement procedures and your share account chart field.
         

DCE Share Account Funds Restrictions

1. Alcohol
2. Flowers and/or telegraphic condolences
3. Entertainment for visiting dignitaries
4. Food items that are not for an organized continuing education activity. Payment of invoices for food and beverage must include an agenda as documentation.
5. Decorative items, such as globes, statues, potted plants, desk lamps, picture frames, and wall hangings
6. Holiday or other greeting cards and postage for such cards
7. Personal subscriptions to magazines and trade journals
8. Gifts
9. Appliances for personal use 

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