Fiscal Management

Facilities Administration and Information

The Administration Division of Facilities Planning and Management manages the facilities administration and information component of the USF Sarasota-Manatee physical resources. The Administration Division oversees the administrative and information functions for all of the areas of responsibility of Facilities Planning and Management, including Facilities Master Planning, Facilities Construction, and Facilities Management. The Assistant Director oversees the Administration Division and reports directly to the Director of Facilities Planning and Management.

Fiscal Accounting and Reporting: The Administration Division of Facilities Planning and Management is comprised of individuals with master’s and bachelor’s degrees in business administration or accounting and multiple years of experience in fiscal management at universities. The unit is responsible for preparing and administering an annual department budget of approximately $1,500,000. The Administration Division maintains fiscal records and procedures for the department, pays service providers, assures compliance with State and University annual reporting requirements, maintains monthly reconciliation records, and ensures that all service providers meet the proper provider qualifications.

Facilities Planning and Management maintains financial records and reports in the USF System-based financial accounting system (FAST) in accordance with applicable State and Federal laws, Florida Statutes and regulations, USF System and USF Sarasota-Manatee policies and procedures, and generally-accepted accounting principles. The Assistant Director submits, on a monthly basis to the USF Sarasota-Manatee Budget Director, a report of unit expenditures and balances. Additionally, the Assistant Director provides, on a quarterly basis, budget updates of actual versus projected expenditures and the overall budget status to the USF Sarasota-Manatee Budget Director. The Facilities Planning and Management Director and Assistant Director convene, on a semi-annual basis, with the USF Sarasota-Manatee Regional Vice Chancellor for Administration and Finance and the USF Sarasota-Manatee Budget Director to review the unit’s budget.

Procurement/Insurance

Facilities Planning and Management coordinates with the USF System Purchasing and Property Services Office to acquire products and services for the effective management of the campus’ physical resources. All purchases fall within the framework of budgetary limitations and the USF System policies and procedures. The Assistant Director ensures that funds are available for the specific purchase of all proposed expenditures.

Facilities Planning and Management coordinates with the USF System Purchasing and Property Services Office to accurately report

  • Allows planning for space and maintaining an accurate inventory of space use and plans as soon as work orders are approved.
  • Allows for scheduling for classrooms, auditorium and conference rooms.
  • Provides mechanism to assign and track all work order types.
  • Provides statistics on average time to complete work orders and improve cycle times.