Purchasing

Perquisites

A Perquisite form and approval by Procurement is NOT required for the purchase of uniforms.  The department MUST have a written procedure in place for the required wearing of uniforms.  Approval may be obtained from the appropriate department approver.

Perquisites are defined as "those things or services which give employees receiving these things or services benefits that are in the nature of additional compensation, or which reduce to some extent their normal personal expenses, and shall include, but not limited to, uniforms, housing, utilities, laundry services, medical service, use of state-owned vehicles for other than state purposes, servants paid by the state, and other similar things."  Perquisites will not be furnished nor goods and services sold except when determined to be in the best interest of, and a benefit to, the State University System and the State. F.S.216.262(1)(f)

Perquisites and the sale of goods and services are considered as part of an employee's total compensation. Therefore, the kind and value shall be as uniform as practicable in similar situations. This value is not to be used to determine an employee's base or regular rate of pay.

general procedure

  • Departments should submit a Perquisite Approval Form request to George Cotter Director of Purchasing, for approval prior to purchase.
  • The approved perquisite should be attached to the header comment of the requisition. Note:  Perquisite approval by Procurement is not required for the purchase of uniforms as long as the department has a written procedure for the required wearing of uniforms.
    • Example written procedure:  Employees are provided USF Dept X branded/embroidered apparel that is required to be worn during normal work hours and/or during university events and activities with a USF employee name tag to clearly identify USF employees for the benefit of students, faculty, staff, and campus visitors.

SEE SECTIONS BELOW ON SPECIFIC INSTRUCTION ON TYPES OF commonly requested PERQUISITE items/services.

UNIFORMS, CLOTHING & LAUNDRY

1. The initial issuance, as well as replacement due to wear or damage, of uniforms and clothing, including a required uniform accessories (e.g. belts, footwear, caps, hats, ties, identifying patches, name plate and firearm) may be furnished to employees when their jobs require specific identification or when sanitary clothing is required for the protection of the public or the employee. Such may be furnished to:

      • Law enforcement personnel
      • Security or parking services personnel
      • Laundry personnel, where sanitary clothing is required to prevent the spread of contagious or infectious diseases
      • Employees who supervise, direct, regulate, or control the activity or admission of the public at University facilities and who cannot otherwise be readily identified as an employee of the facility
      • Employees required to conduct investigations or inspections in hazardous areas under working conditions where identification is necessary
      • University personnel such as custodial workers, maintenance employees, and groundkeepers who have access to housing facilities and need to be readily identified as employees of the University. 

2. A written procedure, prepared and maintained by the requestor, with a copy on file in Human Resources, is to be in place for the replacement, disposition and return of uniforms and clothing when an employee leaves the University or is appointed to another position. REFER TO THE USF DRESS CODE/UNIFORM PROCESS BELOW. 

USF Dress Code/Uniform Process

USF departments purchasing clothing for employees are required to report the value to USF Payroll in Taxable Perquisite circumstances outlined in the table below:

Description Non Taxable

Taxable Prequisite  (May not be purchased with university funds Report USF employee number, value and description to Payroll)
Clothing identifying a USF department required to be worn during normal work hours or university events/ activities

X 

Written departmental procedure must be in place – see required bold language below

  
Clothing identifying a USF department not required to be worn during normal work hours or university events/ activities   X
Clothing not specifically identifying a USF department and suitable for street wear   X
Safety or personal protective equipment required for the protection of the public or the employee X  

Applicable USF Process Links:

De-Minimis Fringe Benefits.docx | Powered by Box
USF Expenditure Guide | Procurement & Payment Services

Sample Non-Taxable Uniform Procedure Language:

If bold language below is included in uniform procedure, items may be purchased with university funds and value is not taxable to employee.  Perquisite approval is not required for the purchase of uniforms as long as the department has such a procedure in place.

Employees are provided USF Dept X branded/embroidered apparel that is required to be worn during normal work hours and/or during university events and activities with a USF employee name tag to clearly identify USF employees for the benefit of students, faculty, staff, and campus visitors. The USF Dept X branded apparel is selected and approved by a supervisor to ensure it meets the basic guidelines established for appropriate attire.

3. Laundry services may be sold to employees as a provision of uniforms or clothing under this procedure.

4. A laundry allowance, cleaning allowance, footwear allowance, uniform replacement allowance, or other payments may be provided in lieu of goods and services.

STATE VEHICLES

Board of Governors (BOG) rules govern the use of state provided vehicles for official state purposes. The personal use of state-provided vehicles by an employee is a perquisite. The personal use of a state-provided vehicle, for other than commuting purposes, normally will not be approved.

EVENTS

Free or reduced price passes, tickets, admissions, or permits may be provided for employees to events where there is a general admission charge to the public. Admission will be approved only if there is no loss of potential revenue to the University and if provided on a nondiscriminatory basis in accordance with the Internal Revenue Code of 1954, as amended. Approval may be granted for these items if the ultimate benefit to the University

NON PERQUISITE ITEMS

The following items do not require perquisite approval before initiating a purchase order through the Division of Purchasing and is considered General use, available to use by anyone:

  • Safety Item such as shoes and boots, goggles, rubber gloves, protective headgear, back support belts,
  • bullet proof vests
  • Protective outer garments worn over an employee's clothing to protect against soil, wear and damage (smocks, overalls, raincoats and boots)
    Lab coats and other apparel for those working in labs or areas where sterile clothing is required, and gym and sweat clothing
  • Laundering or cleaning of the above
  • Medical or counseling services

The authority to approve perquisites/sale of goods and services for USF employees has been delegated to the President of the University or designee in accordance with the Florida Administrative Code. Approvals are for one fiscal year, July 1 to June 30. There is a renewal process (rollover) in place if no changes are requested for the next fiscal year.