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

3. 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

4. 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

5. 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

6. 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

7. Tax and Types of Accounts
Tax Exempt Accounts
Student Activity accounts
Federal Tax ID:
Tax Exempt Certificates for Vendors
Jane Ivey at or complete the form yourself -
Include:
Account number that will be used
Vendor Information: Name & Address
housing.uga.edu

8. Tax Exempt Certificate
To provide proof to a vendor of tax exempt status
housing.uga.edu

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

10. Purchasing Process
Vendor Card
housing.uga.edu

11. 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

12. 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

13. 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

14. Entertainment Form Any time food is purchased for students
housing.uga.edu

15. Non-Employee Payment Form
To pay for a service by a non-employee of UGA
housing.uga.edu

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

17. 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 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
housing.uga.edu

18. 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

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

20. Questions?