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USF CONFERENCE MEMORANDUM OF UNDERSTANDING (USF Client)
<city, state zip>
USF Continuing Education
4202 E Fowler Ave, NEC116
Tampa FL 33620
This Memorandum of Understanding between <Enter Client name> (Client) and USF Continuing Education
(CE) is to define the respective roles and responsibilities in relation to the provision of registration and
related services for the following program:
approval or Program Title: <event title>
acceptance Dates: <event date>
of selected Venue: <event location>
___ I. Engagement/Contact:
A. CE agrees to provide registration services for the Client’s program defined above. The
Client’s primary CE contact person is Vicki Ciucio, Assistant Director and Registration
Supervisor, firstname.lastname@example.org, 813-974-4631, Fax 813-974-5732.
B. Client will identify a lead team member who will be CE’s primary contact person:
Name <contact name> , Title <contact title> , Email <contact email> ,
Phone <contact phone> , Fax <contact fax> .
C. Client will supply a copy of approved EBA form. For information on establishing an
Educational Business Activity (EBA) visit : COMPASS: Establishing an Educational
Business Activity which includes a link to the request form.
D. Client chartfield <program chartfield> to be used for distribution of funds
1. Revenue Account: 44209 Budget Category 84600 for external sales
2. Revenue Account: 74209 Budget Category 86000 for USF internal payments
3. Expense Account: 75000 Budget Category 88800 for USF internal expenses
E. Client backup chartfield <backup chartfield> will be used for charges and refunds if
funds are not available in the program chartfield (or comparable Grant Budget Category as
F. No action will be taken in registration until this Memorandum of Understanding and the
attached Information Sheet are signed and submitted along with a copy of the approved
G. Unless stated otherwise, all fees will be charged to the client chartfield (primary or backup)
as listed above
II. CE will provide the following standard services:
___ A. A $300 setup fee for each program (fiscal year) will be charged to client chartfields upon
the receipt of this MOU
B. Course and session number(s) assigned and setup to accept registration on the web, by
phone, FAX and mail.
C. Multiple registration fees (i.e., Standard, Late, Student, Comp, etc.) and up to 3 optional
fees (i.e., Banquet, Parking, etc.) can be utilized and included in the registration fees
collected through CE.
D. Establish Distribution Codes for the deposit of registration fees into client and CE
chartfields as defined in this agreement. CE will prepare the Request for
Distribution/Charge Codes, forward it to the Client Accountable Officer for signature who
will return it by fax (813 974-5421) for submission to Accounts Receivable.
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E. Establish user name and password to access standard web reports that include Roll,
Roster, Financial Report, Name Tag Export, and Mailing Label Export. Exports can be
merged into Word documents.
F. Access to reports extending 6 months after end of the program.
G. Web link for customer registration supplied for inclusion in area’s web page and printed
H. Per University Cash Collection Guidelines, only credit cards are accepted as Point of Sale
I. Deposit collected fees into the Client’s Chartfield as identified above, less all agreed upon
___ CE fees.
J. For each change to program setup initiated by Client after the initial setup will be charged a
$30 fee at the time that the change is made
___ K. CE will manage all registration refunds
1. Refunds must be requested by the registrant and authorized by the Client within 30
___ days following the last day of the activity
2. Refund will be processed as a revenue reversal to client chartfield used for
___ distribution of funds
3. Processing fee will be charged to client chartfield at the time of refund. (See III.C.)
4. “No Show” participants will not receive refunds except in extenuating
L. CE will provide a final settlement listing all revenues collected and associated CE
expenses within forty-five (45) days of the conclusion of the event.
___ III. Basic fees associated with individual registrations and client responsibility:
A. $15 per registration received through the online, web-based system,
B. $25 per registration received through the mail, fax or via the telephone including any
special handling items (i.e. scholarships, discounts, purchase order registrations, etc.)
C. $15 for transfers, cancellations or withdrawals
D. $10 for each substitution
E. $10 per complimentary attendees (Speakers, staff, guests, etc.). Fee will be charged to
client chartfield at the time of registration.
___ F. Credit card processing fee of 2.5% will be charged to the chartfield on a quarterly basis.
___ G. Postage associated with confirmation/receipts mailed to each registrant will be directly
charged by the USF Post Office to client chartfield – Expense Account: 75649 Budget
Category 88800 (or comparable Grant Budget Category as needed).
___ H. $15 for registration fee adjustments after registration has been processed will be charged
to the client chartfield at the time of the adjustment.
IV. Onsite Registration Services:
___ ___ A. Kiosk setup onsite for $300 (requires high speed internet connection not included in cost)
B. Cost for onsite registration staff supplied by CE varies. Costs include required high speed
internet connection, $50 per hour per staff member including travel time, travel costs,
meals, and any necessary accommodations
C. Onsite fees will be billed to the client chartfield at the conclusion of the service.
V. Optional Services:
A. Parking permits on USF Campus –
___ ___ 1. Cost of $3.00 per day per participant (subject to current Parking fees) may be
included in the registration fees and will be charged to the individual or
client. A copy of the Campus Activities Request Form signed and approved by
Parking Services is required for this service. CampusActivitiesRequestForm.pdf
___ ___ 2. Parking permit fees will be deducted along with registration fee prior to distribution
of funds. Other Optional Service fees will be charged to the client chartfield at the
time of the service.
___ ___ B. Extended access to web reports beyond the initial 6 months is $100 per quarter
___ ___ C. Process rolls and issue Letters of Attendance for $10 per person
___ ___ D. Customized reports and research to meet client’s needs are $50 per hour
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___ ___ VI. Purchase Order and Payment Plan Processing and Fees:
A. Client will create a FAST invoice and supply invoice number to CE before registrations can
____ B. Client is responsible for collection of funds
___ C. All fees associated with Purchase Orders or Payment Plan Processing will be deducted
along with registration fee prior to distribution of funds.
D. $30 per Installment Payment Plan
___ E. Fees to process purchase orders are $75 per purchase order plus $25 per registration on
each purchase order
___ F. Payments on purchase order are mailed to: USF Continuing Education Payment Center,
PO Box 864360, Orlando, Florida 32886-4360.
___ G. CE will email a monthly aging report to client’s contact for three months after event’s end
___ H. $10 fee will be charged to client chartfield for each additional monthly aging report until
payment is collected.
VII. CEU Processing and Fees:
___ ___ A. Generic USF CEUs
1. Issued at end of program completion based on 80% attendance.
2. Printed confirmation /receipt and certificate mailed to each registrant (domestic).
3. Credit card fees included in processing charge.
___ ___ 4. $25 processing fee charged to
individual or client chartfield
___ ___ B. Provider related CEUs
1. Client must have providership and seek approval to grant CEUs for the event.
2. Client supplies CE Broker information and login to CE
3. CE provides client with approved form format
4. Client distributes form to participants.
___ ___ 5. $25 processing fee per form charged to
individual or client chartfield
6. CE validates hours submitted and issues certificate.
7. CE uploads information to supplied CE Broker account for Florida participants.
8. Submitted forms are scanned and stored electronically.
___ ___ C. Replacement document(s)
1. Issued within 2 years
2. $10 processing fee charged to individual by credit card
VIII. Americans with Disabilities Act:
A. CE will collect and forward to the client requests for accommodations as part of the
___ B. The Client assumes all costs of the provision of reasonable accommodations and assumes
Assistant Director, CE Date Client Date
Accountable Officer/Budget Director, Program Chartfield
Accountable Officer/Budget Director, Backup Chartfield
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1. Description of event
2. Registration activation date
3. Mininum number of attendees for event to run
4. Maximum number of attendees
5. Decision date for cancellation
6. Fee types and amount
7. CEU types and amount if being offered
8. Last day to accept registrations
Assistant Director, CE Date Client Date
Full links to hyperlinks:
Campus Activities Request Form
Educational Business Activity COMPASS page