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Type of Policy: UF HR – Classification and Compensation
Effective Date: December 2018
Last Revised: December 2018

Purpose

This policy clarifies perquisites which are defined as those goods or services that may be given to, used by, or provided at reduced cost to employees that are essentially additional compensation above and beyond the employee’s regular pay or that reduce the employee’s normal personal expenses. Typical perquisites include low- or no-rent housing, utilities, uniforms, and non-professional certification or licensure.

Scope

This policy applies to Academic Personnel, TEAMS, and USPS appointments.

Policy Statement

Perquisites are goods and services that may be given to, used by, or provided at reduced cost to university employees. Such goods and services are considered additional compensation, and/or reduce the employee’s personal expenses. The provision of such items shall be job or class related and documented to demonstrate that approval is in the best interest of the University. Typical perquisites include low- or no-rent housing, utilities, uniforms, laundry service, and non-professional certification or licensure.

Safety items, protective outer garments, and laundering of same do not require approval as a perquisite unless these items are subject to custom fitting (e.g., safety shoes, prescription safety eye wear, etc.).

Procedures

Before purchasing items which require approval as perquisites, a Request for Approval of Perquisite or Sale of Goods and Services Form HR-400 must be completed and approved. Please also review the perquisite codes which are needed to complete the form. The department forwards the completed form to Classification and Compensation for review. Classification and Compensation ensures that all data on the form is complete and correct. This may involve contacting the department to confirm or explain information listed on the form. Final approval rests with the Vice President for Human Resource Services under delegated authority from the President. Approval is made on a fiscal year basis (July 1 through June 30).

Once approved, Classification and Compensation sends a copy to the department, where it should be retained for future reference. A copy must accompany the payment authorization. Classification and Compensation maintains a master file of all approved perquisites. This file facilitates the annual renewal of perquisite approvals, which occurs just before the end of the fiscal year. Each department receives a list of all current approvals to which changes, additions, or deletions may be made. Classification and Compensation updates the master file and informs departments by letter of the renewal for the next fiscal year.

Reporting Questions or Violations

The following is the department is responsible for overseeing implementation of and assuring compliance with this policy. This is who to contact with questions about the policy or to report suspected violations:

UF Human Resources
Classification & Compensation
903 W. University Ave.
PO Box 115009
Gainesville, FL 32611-5009
(352) 273-2842
compensation@ufl.edu, http://hr.ufl.edu

Enforcement

Failure to comply with this policy could result in disciplinary action, up to and including termination.


Resources

Request for Approval of Perquisite or Sale of Goods and Services Form HR-400

Perquisite Codes

Related Information

UF Reg. 1.0101, Compensation

Policy History

Revision Date Author Description
03/12/2003 Classification & Compensation, UFHR Policy initially adopted
12/11/2018 Classification & Compensation, UFHR Revision to Procedures, Resources updated