Associate Provost
Information Technology

Units should include specific IT support costs on their budgets according to the categories listed below. AP-IT can provide an estimate of these expenses upon request.

AP-IT also advises units on options for reducing IT support costs. Please review the page on Reducing IT Costs.

If you are not sure whether your unit is a Responsibility Center, Support Center or Hybrid, please refer to the CFO's website: http://cfo.ufl.edu/committees.asp.  If your unit is included in the current year's "Support Unit Budget Template", then it is either a Support Center or a Hybrid.  All units not named are Responsibility Centers.

All support centers should include the following IT support costs in their budget

• licensed software (anything which requires a purchased license)
• Any services - web, database, virtual machines, etc. - provided directly from CNS or other service provider
• Computers or other IT equipment and services beyond the AP-IT standard setup and 3-5 year replacement cycle
• Salaries, benefits and training for any IT workers directly employed by the unit

For a list of which support centers are full supported by AP-IT versus which are expected to pay for all their IT equipment cost on their own budgets, please see the Request Procedures page.

Support Centers - Fully Supported by AP-IT

By default, AP-IT will include on its budget the following IT costs for internal AA units (Provost Suite, TNT or Undergraduate Affairs support centers, Ombuds, Faculty Senate, etc.). 

• UF Exchange email accounts
• file server space
• computer hardware upgrades (on a 3 to 5 year replacement cycle, depending on available funds)

By including these expenses on the AP-IT budget - rather than on the support center's budget - AP-IT takes on the joint authority and responsibility with the support center for reviewing the usage of these services.  If the support center would rather retain the sole authority and responsibility for auditing their usage, they should include these expenses on their individual budget.

Support Centers - Partially Supported by AP-IT

Support centers that are partially supported by AP-IT (Graduate School, OACR, AAC, etc.) should also include the following on their budgets:

• UF Exchange email accounts
• file server space
• computer hardware upgrades and replacement

Responsibility Centers should include the following IT support costs in their budget

• UF Exchange email accounts
• file server space
• computer hardware replacement
• licensed software (anything which requires a purchased license)
• Any services - web, database, virtual machines, etc. - provided directly from CNS or other service provider
• Salaries, benefits and training for any IT workers directly employed by the unit
• ...

Units which are a mixture of a responsibility and a support center should assume their IT support costs fall under the responsibility center budgeting unless otherwise informed.

Beyond services mentioned above, AP-IT includes in the following general expenses in its budget:

• CNS web and database instances for supported web applications
• virtual machines for servers, administrative applications, and other general support services
• UF Connect/Sharepoint
• IT equipment and software for AP-IT and Provost Suite employees
• AP-IT employee salaries, benefits & training
• ...