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George A. Smathers Libraries: Budget Categories

I. Policy:

The following budget categories are used to identify different types of expenditures within the state of Florida. When preparing budgets or other types of requests, departments should identify which type of funding is required.

II. Date: March 1, 1996

III. Budget Categories:

    A. Expense (OE): Any consumable or expendable purchase, regardless of cost. This includes supplies and equipment that cost less than $500 as well as software, maintenance, travel expense, etc.

    B. Operating Capital Outlay (OCO): Equipment, fixtures, and any other tangible personal property of a non-consumable and non-expendable nature, the value or cost of which is $500 or more and the normal expected life of which is one year or more.

    C. Fixed Capital Outlay (FOCO): Real property (land, buildings, including appurtenances, fixtures and fixed equipment and structures) including additions, replacements, major repairs and renovations to real property which materially extend its useful life or materially improve or change its functional use in excess of $25,000. Includes operating outlay necessary to furnish and operate a new or improved facility. This money comes directly from the Legislature and cannot be obtained through fund conversion.

    D. Other Personnel Services (OPS): Compensation for services rendered by a person who is not a regular or full-time employee filling an established position. This includes, but is not limited to, temporary employees, student or graduate assistants, common or casual labor, consultant fees, other services specifically budgeted by each agency in this category. The Libraries use OPS for CWSP (College Work Study Program) and other student assistants, for non students who work no more than six months full time, and for contracts such as those with consultants and/or organizations, (cannot create employee-employer relationships).

    E. Electronic Data Processing (EDP): Processing services received within the state of Florida. In general, EDP can be used only for services purchased from the Northeast Regional Data Center (NERDC). The one exception is the purchase of SOLINET services. EDP cannot be used to purchase computer hardware or software or to pay for online services.

    F. Information Resources Commission (IRC): This Commission regulates all purchases involving computers or communications (broadly interpreted). No expenditures for hardware, software, computer services, or telephones can be made without checking them against the Libraries' annual IRC plan which is prepared and monitored by the Head of the Systems Office.

IV. Responsibility:

It is the responsibility of the Business Services Officer to maintain this policy as directed by the Director of Library Support Services.


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