Super Heroes in Training: Budgeting & Purchasing Professional Staff Training – Fall 2018 Scott Nelson, Senior Coordinator for HSC & Conference Services Jane Ivey, Accountant

Participants will be able to: Receive instruction on the flow of the purchasing process. Receive instruction on our p-card regulations. Anticipated P-Card Purchase Form Receive instruction on our Request for Payment (RFP) purchasing process and appropriate accompanying paperwork. Purchasing instructions and process Current regulations regarding processing Examples showing the paperwork required for purchasing Current vendor list Vendor Authorization cards Tax Exempt Certificates housing.uga.edu

Participants will be able to: Receive instruction on when purchasing should have tax and not tax included. Receive instruction on how to correctly complete a RFP. Entertainment Form Non-Employee Payment Form Discuss the importance of submitting paperwork in a timely manner. Discuss the procedures for gaining approval using a logo. Approval Form for the Use of University of Georgia Trademarks & Logos housing.uga.edu

Flow of the purchasing process Student staff member receives approval for purchase. - Publix card, vendor card or purchasing card Student goes shopping to purchase necessary items and collects receipt or invoice from cashier. Necessary paperwork is completed and turned in to designated professional staff member in that staff member’s assigned community. housing.uga.edu

Flow of the purchasing process cont. Pro staff member reviews all paperwork and receipts for accuracy. Pro staff member signs RFP, receipts/invoices and makes a copy of the RFP packet for office records. Pro staff member turns in completed RFP packet to the designated Associate Director for review and signature. Designated Associate Director reviews RFP packet and signs RFP before turning in to the designated Accountant in the HBHR Office. Designated Accountant process RFP for payment. housing.uga.edu

Tax and Types of Accounts Tax Exempt Accounts Student Activity accounts Federal Tax ID: 58-6001998 Tax Exempt Certificates for Vendors Email Jane Ivey at janiet@uga.edu or complete the form yourself - http://busfin.uga.edu/procurement/sales_tax_exemption.pdf Include: Account number that will be used Vendor Information: Name & Address housing.uga.edu

Tax Exempt Certificate To provide proof to a vendor of tax exempt status http://busfin.uga.edu/procurement/protaxex/ housing.uga.edu

Vendor Authorization List List is not exhaustive Any vendor can accept this verbal agreement E-mail Jane Ivey to add or remove a vendor housing.uga.edu

Purchasing Process Vendor Card housing.uga.edu

Purchasing (P-Card) Regulations Two staff members in RPS have a p-card. Advance planning is required. Follow guidelines listed on the P-Card Purchase Form and pay particular attention to “Purchase Time” housing.uga.edu

Request for Payment Form Request for Payment (RFP) In-house form whose purpose is to summarize the purchase with the critical information that is needed Includes: Vendor 810/811 number (for reimbursements) Name & date of program General list of items purchased Type of payment Approval signature housing.uga.edu

Request for Payment (RFP) Checklist Request For Payment Half Sheet Invoice or Receipt Entertainment Form for food or tickets Program Flier List of Who & How Many Attended Make Copies & File Them Away housing.uga.edu

Entertainment Form Any time food is purchased for students http://busfin.uga.edu/forms/entertainment.pdf housing.uga.edu

Non-Employee Payment Form To pay for a service by a non-employee of UGA http://busfin.uga.edu/forms/Non_emp_payment.pdf housing.uga.edu

Forms Finance & Administration http://fanda.uga.edu/facstaff/forms housing.uga.edu

Special Purchasing Circumstances For all supply orders over $2,499.99, a quote must be received and processed in UGAMart by Jane. An invoice will not be accepted by Procurement prior to the Purchase Order being created. This must be done to comply with state e-verify laws. These orders are not allowed to be processed with a payment request in PeopleSoft. The vendor will not be allowed to process the order until the Purchase Order (PO) is released by Procurement. After Jane receives the RFP with the quote, it may take up to 10 business days for Procurement to create the PO, so please plan accordingly. After receipt of the items, please send the invoice to Jane Ivey via e-mail so that she can upload it to the open purchase order in UGAMart. Once the invoice is uploaded, the vendor should receive final payment within 5-10 business days. Failure to comply with this policy, will require a letter of understanding to be sent through the supervisory chain to Procurement. For additional questions about purchases exceeding $2,499.99, please visit the Purchasing Handbook located on the shared drive or contact Marion Spearman at 2-8304. housing.uga.edu

Organization will make your purchasing experiences more positive Start planning early Have Set Purchasing Days Keeping records and copies RFP #s Taking notes Spend the money allotted to your organization Funds are swept up at the end of the spring semester Expectation to have no more than $100 in the account you are responsible for at the end of the school year. Recurring programs – keep a file Late RFP’s Letter of Explanation to Jane Ivey 48 hours to turn in a RFP packet to your supervisor. It takes two weeks for the vendor to be paid by UGA housing.uga.edu

Approval Form For the Use of University of Georgia Trademarks & Logos Email form to Carrie Campbell: carrie.campbell@uga.edu housing.uga.edu

Questions?