Instructions For Completion of Request for Approval of
Perquisites or Sale of Goods and Services Form

PERQUISITES

  1. GENERAL INFORMATION
    1. The University may furnish perquisites to certain employees who are required to use special equipment or wear certain clothing, such as safety shoes, uniforms and the like for purposes of safety or identification.
    2. Departments requiring employees to use such will pay for the perquisites and the maintenance of such perquisites from departmental funds.
    3. After obtaining approval to provide a perquisite, departments will requisition all uniforms, equipment, and assorted items through the Purchasing Department.
    4. Approval of perquisite is secured through the University HR Department and the appropriate division vice president.
    5. Safety items provided to all employees that are not personalized in any way such as aprons, smocks, safety glasses (non-prescription) or head/shoe coverings are not considered perquisites and may be purchased at the discretion of the Department or division head.
  2. PROCEDURES
    1. Requests for approval of perquisites or the sale of goods and services shall be submitted at least thirty (30) days prior to the desired effective date. Retroactive approvals will not normally be granted.
    2. All original requests to provide perquisites are to be made by the completion of the FAU Request for Approval of Perquisites or Sales of Goods and Services form.
    3. The completed request is to be submitted to the University HR Department for review and recommendation to the appropriate division vice president for final action.
    4. The Vice President’s Office returns the “Request for Approval of Perquisites or Sale of Goods and Services” to HR.
    5. HR will return the original with appropriate signature to the requesting department for action.
    6. The requesting Department will contact the University Purchasing Department to coordinate the requisitioning and maintenance of perquisites through a contracting organization.
    7. Departments terminating the provision of perquisites and/or perquisite items for an employee or a group of employees must submit a completed Request for Approval of Perquisites or Sale of Goods and Services for to University HR. The type of request should be indicated as a “Request to Delete.”
    8. Perquisites are valid for one fiscal year but may be renewed annually.
  3. FORM INSTRUCTIONS

    ITEM 1  -  UNIVERSITY CODE
    Type the appropriate university code from the following list:

    CODE - UNIVERSITY
    FAU     -  Florida Atlantic University

    ITEM 2  -  REASONS FOR SUBMISSION OF FORM
    Check only one box.

    1. New request for approval – Check this box if this is a new request. The Office of HR will assign a Request Number.
    2. Request to revise existing approval-Request # - Check this box to revise an existing approval and enter the Request Number previously assigned by the Office of Human Resources.
    3. Request to delete existing approval-Request # - To discontinue the provision of such prior approval, check this box and enter the Request Number.

    ITEM 3  -  LOCATION

    1. County Code – Type the two-digit county code below that reflects where the perquisite or sale of goods and services is to be provided.

       

      CODE

      NAME

       

      06

      BROWARD

      31

      INDIAN RIVER

      43

      MARTIN

      50

      PALM BEACH

      56

      ST. JOHN

      98

      OUT-OF-STATE

      99

      OUT-OF-COUNTRY

    2. Facility – Enter as applicable the name of the college/school, department, division, center or hospital where the perquisite or sale of goods and services is to be provided.
    3. Address – If the perquisite is housing of any type, i.e., room, apartment, trailer, house, or a trailer space, provide a street address, room number, or trailer space number as appropriate.

    ITEM 4  -  CLASSIFICATION INFORMATION
    For each class to receive the perquisite or sale of goods and services, Sections 4a. through 4d. must be completed.

    1. Pay Plan – Enter the appropriate pay plan code from the following list for each class:

      CODE

      PAY PLAN

      21

      Administrative Managerial Professional

      22

      Faculty

      23

      Support Personnel

      24

      Executive Service (a subset of the AMP pay plan)

      99

      Temporary

    2. Class Code – Enter four-digit Class Code, do not omit leading zero.
    3. F.T.E. in Class – Enter the Full Time Equivalence (F.T.E.) of the positions in each class which will receive the perquisite or be sold goods and services.
    4. Class Title – Enter the official Class Title. Do not use a working title. Abbreviate only if there is insufficient space to enter the full Class Title.

    ITEM 5  -  JUSTIFICATION / REMARKS

    1. Required – Indicate by “Y” (yes) or “N” (no) whether the perquisite or sale of goods and services is a condition of employment for the employee(s).
    2. Justification Code – Enter the code from the following list which represents the primary benefit or purpose for provision of the perquisite or sale of goods and services:

      CODE

      PRIMARY JUSTIFICATION

      ACC

      Access

      COD

      Continuous On-Duty

      CON

      Convenience

      ER

      Emergency Response

      H&S

      Health & Safety

      ID

      Identification

      MON

      Monitoring

      OTH

      Other

      PRO

      Protection

      PR

      Public Relations

      SAN

      Sanitation

      SEC

      Security

    3. Justification Narrative – Enter narrative justification as required in the procedures section of the Rules governing the approval of perquisites or the sale of goods and services. The narrative justification must relate to the Justification Code used in ITEM 5b. and should also include justification (if any) beyond the primary justification.

    ITEM 6  -  ITEM DESCRIPTION

    1. Goods or Services Code / Narrative Description – Enter the code from the following list which describes the perquisite/goods or services to be provided. Enter the Narrative Description which matches the Goods and Services Code. Additional narrative should be included if necessary to adequately describe the perquisite/goods or services to be provided.

      Note: Do not enter more than one Goods or Services Code. A different Goods or Services Code requires completion of a separate Perquisite Form. Further, a separate Perquisite Form must be submitted for each apartment, duplex, house, trailer, or trailer space.

       

      CODE

      NARRATIVE DESCRIPTION

      A105

      Appliances

      B110

      Barber or Beautician Services

      C115

      Cash Allowance, Equipment replacement

      C120

      Cash Allowance, Laundry (personal clothes only)

      C125

      Cash Allowance, Law Enforcement deck shoes

      C130

      Cash Allowance, Meals

      C135

      Cash Allowance, Others

      C140

      Cash Allowance, Shoes (not part of uniform)

      C145

      Cash Allowance, Sworn Law Enforcement Plain Clothes allowance and shoe allowance

      C150

      Cash Allowance, Personal property replacement

      C155

      Cash Allowance, Tools

      D159

      Clothing, Airplane Uniform with shoes, with no uniform maintenance or shoe allowance

       

       

      D160

      Clothing, Athletic Uniform with shoes, with uniform maintenance and shoe allowance

      D165

      Clothing, Athletic Uniform with shoes, with uniform maintenance allowance only

      D170

      Clothing, Athletic Uniform with shoes, with shoe allowance only

      D175

      Clothing, Athletic Uniform with shoes, with agency provided laundry

      D180

      Clothing, Athletic Uniform with shoes, with no allowance or laundry

       

       

      D225

      Clothing, Medical Uniform, agency laundry service

      D226

      Clothing, Medical Uniform with Shoes, no allowance or laundry service

      D227

      Clothing, Medical Uniform without shoes, no allowance or laundry service

       

       

      D270

      Clothing, Other Uniform with shoes, with uniform and shoe allowance

      D271

      Clothing, Other Uniform without shoes, no allowance or laundry service

      D275

      Clothing, Other Uniform with shoes, with uniform allowance only

      D280

      Clothing, Other Uniform with shoes, with shoe allowance only

      D285

      Clothing, Other Uniform with shoes, with agency laundry service

      D290

      Clothing, Other Uniform with shoes, rental

      D295

      Clothing, Other Uniform with shoes, no allowance or laundry service

       

       

      D296

      Clothing, Lifeguard Uniform without shoes, no allowance or laundry service

       

       

      D300

      Clothing, Personal Clothing with shoes, with clothing and shoe allowance

      D305

      Clothing, Personal Clothing with shoes, with laundry service

      D310

      Clothing, Personal Clothing with shoes, with no allowance or laundry

      D315

      Clothing, Personal Clothing with shoes, rental

      D320

      Clothing, Personal Clothing without shoes, with clothing allowance

      D325

      Clothing, Personal Clothing without shoes, with laundry service

      D330

      Clothing, Personal Clothing without shoes, no allowance or laundry service

      D335

      Clothing, Personal Clothing without shoes rental

       

       

      D337

      Clothing, Formal wear, rental

       

       

      D340

      Clothing, Protective Outer, Lab

      D345

      Clothing, Protective Outer, Lab, agency laundry

      D350

      Clothing, Protective Outer, Lab, rental

      D355

      Clothing, Protective Outer, Medical

      D360

      Clothing, Protective, Outer, Medical, agency laundry

      D365

      Clothing, Protective Outer, Medical, rental

      D370

      Clothing, Protective Outer, Service

      D375

      Clothing, Protective Outer, Service, agency laundry

      D380

      Clothing, Protective Outer, Service, rental

      D385

      Clothing, Protective Outer, Food Service

      D390

      Clothing, Protective Outer, Food Service, agency laundry

      D395

      Clothing, Protective Outer, Food Service, rental

      D400

      Clothing, Protective Outer, Diving

      D405

      Clothing, Protective Outer, Rain

       

       

      D410

      Clothing, Security Uniform with shoes, with uniform maintenance and shoe allowance

      D415

      Clothing, Security Uniform with shoes, with uniform maintenance allowance only

      D420

      Clothing, Security Uniform with shoes, with shoe allowance only

      D425

      Clothing, Security Uniform with shoes, with agency laundry service only

      D430

      Clothing, Security Uniform with shoes, with no maintenance allowance

      D435

      Clothing, Security Uniform without shoes, with uniform maintenance allowance

      D436

      Clothing, Security Uniform without shoes, with uniform maintenance and shoe allowance

      D440

      Clothing, Security Uniform without shoes, with agency laundry service

      D445

      Clothing, Security uniform without shoes, with no allowance

       

       

      D450

      Clothing, Service Uniform with shoes, with uniform maintenance and shoe allowance

      D455

      Clothing, Service Uniform, with shoes, with uniform allowance only

      D460

      Clothing, Service Uniform with shoes, with shoe allowance only

      D465

      Clothing, Service Uniform with shoes, with agency laundry service

      D470

      Clothing, Service Uniform with shoes, rental

      D475

       Clothing, Service Uniform with shoes, with no allowance or laundry service

      D480

      Clothing, Service Uniform without shoes, with uniform allowance

      D485

      Clothing, Service Uniform without shoes, with agency laundry service

      D490

      Clothing, Service Uniform without shoe, rental

      D493

      Clothing, Service Uniform without shoes, with shoe allowance only

      D495

      Clothing, Service Uniform without shoes, with uniform maintenance and shoe allowance

      D500

      Clothing, Service Uniform without shoes, no allowance or laundry service

       

       

      D505

      Clothing, Specialty, Cap

      D507

      Clothing, Specialty, Promotional Straw Hat

      D510

      Clothing, Specialty, Vest

       

       

      D511

      Clothing, Flight Suit with shoes, with maintenance allowance

      D512

      Clothing, Flight Suit only, without maintenance allowance

       

       

      D513

      Clothing, Sworn Law Enforcement identification shirt

      D514

      Clothing, Sworn Law Enforcement identification jacket

      D515

      Clothing, Sworn Law Enforcement Uniform with shoes, with uniform allowance and shoe allowance

      D520

      Clothing, Sworn Law Enforcement Uniform with shoes, with uniform maintenance allowance only

      D525

      Clothing, Sworn Law Enforcement Raid Uniform without shoes, no allowance

      D527

      Clothing, Sworn Law Enforcement Training Uniform without shoes, no allowance

      D530

      Clothing, Sworn Law Enforcement Uniform without shoes, with uniform maintenance allowance

      D531

      Clothing, Sworn Law Enforcement Uniform without shoes, no allowance

      D532

      Clothing, Sworn Law Enforcement Uniform without shoes, with uniform maintenance and shoe allowance

       

       

      D533

      Clothing, Band Uniform, no allowance

      D534

      Clothing, Usher/Ticket Collection Shirt

       

       

      D535

      Clothing, Not elsewhere classifiable

      D541

      Clothing, Fatigue Uniform with boots

      E540

      Equipment, prescription safety lenses

      E545

      Equipment, rubber boots

      E550

      Equipment, safety boots

      E555

      Equipment, safety equipment

      E560

      Equipment, safety shoes

      E565

      Equipment, snake boots

      E567

      Equipment, operating room shoes

      E568

      Equipment, tennis shoes

      F570

      Food Products (Not including meals)

      G780

      Telephone Service, answering service

      G785

      Telephone Service, calls only

      G790

      Telephone Service, extension phone with SUNCOM

      G800

      Telephone Service, listing service

      G805

      Telephone Service, mobile phone with SUNCOM

      G810

      Telephone Service, mobile without SUNCOM

      H575

      Housing, Apartment, with all utilities provided

      H580

      Housing, Apartment, with water, sewer provided

      H585

      Housing, Apartment, with water provided

      H590

      Housing, Apartment, employee paid utilities

       

       

      H620

      Housing, 1 Bedroom House, with all utilities provided

      H625

      Housing, 1 Bedroom House, with water, sewer provided

      H630

      Housing, 1 Bedroom House, with water provided

      H635

      Housing, 1 Bedroom House, employee paid utilities

       

       

      H640

      Housing, 2 Bedroom House, with all utilities provided

      H645

      Housing, 2 Bedroom House, with water, sewer provided

      H650

      Housing, 2 Bedroom House, with water provided

      H655

      Housing, 2 Bedroom House, employee paid utilities

       

       

      H660

      Housing, 3 or More Bedroom House, with all utilities provided

      H665

      Housing, 3 or More Bedroom House, with water, sewer provided

      H670

      Housing, 3 or More Bedroom House, with water provided

      H675

      Housing, 3 or More Bedroom House, employee paid utilities

       

       

      H595

      Housing, Duplex, with all utilities provided

      H600

      Housing, Duplex, with water, sewer provided

      H605

      Housing, Duplex, with water provided

      H615

      Housing, Duplex, employee paid utilities

       

       

      H680

      Housing, State Trailer, with all utilities provided

      H685

      Housing, State Trailer, with water, sewer provided

      H690

      Housing, State Trailer, with water provided

      H695

      Housing, State Trailer, employee paid utilities

      H700

      Housing, Trailer Space, with all utilities provided

      H705

      Housing, Trailer Space, with water, sewer provided

      H710

      Housing, Trailer Space, with water provided

      H715

      Housing, Trailer Space, employee paid utilities

      J740

      Medical Service, Annual Physical provided by State personnel

      J745

      Medical Service, Annual Physical provided by private personnel

      J750

      Medical Service, Periodic Check-up provided by State personnel

      J755

      Medical Service, Periodic Check-up provided by private personnel

      J760

      Medical Service, Pre-employment Physical provided by State personnel

      J765

      Medical Service, Pre-employment Physical provided by private personnel

      J770

      Medical Service, Inoculations provided by State personnel

      J775

      Medical Service, Inoculations provided by private personnel

      K820

      Transportation, bus

      K825

      Transportation, taxi

      K830

      Transportation, other

      K835

      Transportation, vehicle, personal use of State-owned

      K840

      Transportation, vehicle, personal use of leased

      L845

      Personal Service, janitorial

      M720

      Meals, all

      M725

      Meals, breakfast

      M730

      Meals, dinner

      M735

      Meals, lunch

      N815

      Tickets

      T100

      Off-Duty Use – Law Enforcement vehicle, equipment, uniform

       

       

      T200

      Office Enhancements

       

       

      T400

      USAID – Employee/Dependent immunizations and medications

      T401

      USAID – Employee/Dependent passport and related fees

      T402

      USAID – Employee/Dependent pre-departure subsistence

      T403

      USAID – Employee/Dependent temporary lodging allowance

      T404

      USAID – Dependent educations allowance

      T405

      USAID – Dependent per diem and air fare

      T406

      USAID – Employee/Dependent physical examinations

       

       

      T500

      Legal Services

      T550

      Relocation Expenses

       

       

      TTTT

      Other

    2. University Item I.D. – For use by HR only.

    ITEM 7  -  PER UNIT COST INFORMATION

    1. Class Code – Enter the Class Code of recipient. The Class Code(s) entered must match those entered in ITEM 4.b. of the perquisite form.
    2. Annual Cost to the University – Show the annual cost to the University for one F.T.E. If there is an identifiable direct cash payment to the employee, such as shoe allowance, cleaning allowance for clothing, etc., do not include that cost here. It should be reported under ITEM 7C.
    3. Annual Maintenance Allowance Cost – Enter the annual maintenance allowance cost for one unit. This is a direct cash allowance payment to the employee only; do not enter, for example, the cost to maintain housing.
    4. Annual Fair Market Value – Housing only, all other categories leave blank. Enter the annual fair market rental valued for each housing unit.
    5. Annual Charge to Employee – Enter the annual charge to the employee, if any, for each unit.
    6. Monthly Cost to the University – Enter the total monthly cost to the University per unit.

    ITEM 8  -  TOTAL ANNUAL COST FOR ALL POSITIONS
    Enter the grand total cost of all units for all positions in all classes covered by the request.

    ITEM 9  -  BEGINNING DATE AND ENDING DATE
    Enter the proposed effective beginning and ending date of the perquisite. Do not cross over fiscal years.

    ITEM 10  -  BASIS FOR COST DETERMINATION
    Enter the basis for determining the cost and/or fair market value as reported in ITEM 7, Per Unit Cost Information.

    ITEM 11  -  REQUESTING DEPARTMENT SIGNATURE
    Dean/Director or higher level Authority signature required.

    ITEM 12  -  DATE
    Enter the date the above authority signed the perquisite form.

    ITEM 13  -  HR
    A personnel representative will sign indicating documentation has been submitted properly.

    ITEM 14  -  DATE
    Enter the date the above authority signed the perquisite form.

    ITEM 15  -  ACTION TAKEN
    For use by Chief Financial Officer for approval

    If “Approved”, the request shall remain in effect for the remainder of the fiscal year unless otherwise notified by the Office of HR and provided no changes occur to any reported information. If changes occur, the requesting department shall submit a new “Request for Approval of Perquisite”, in a timely manner.

THE REQUEST FOR APPROVAL OF PERQUISITES OR SALE OF GOODS AND SERVICES FORM MAY BE DOWNLOADED BY CLICKING ONE OF THE OPTIONS BELOW:

Microsoft Word Form or PDF Format (print only)

 

Please direct questions to classncomp@fau.edu.

 

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