STATE BUDGETS

The area's state budget allocation is generated from the state funds received by the department from the College. These funds can be used to purchase any items needed to run the program, excluding food and entertainment.

LAB FEE BUDGETS

The lab fee budgets are generated from the lab fees charged to students for specific courses. The fees are proposed by the Area Head, and approved by the Dean. The fees are then submitted to the Bursar's Office. The Bursar's Office collects the fees from the students when tuition is paid. The fees are then channeled into the Area's lab fee account. This is an ongoing process. Though the credited funds are accurate on the date of the budget worksheet, they are subject to change without notice throughout the semester, due to students who are late added or deleted (not withdrawn).

According to the Academic Affairs Policy Manual: “The fee is the actual cost expended to provide supplies, materials, and maintenance of specialized instructional equipment in undergraduate, graduate, and professional courses. It is not intended as a means of recouping ordinary and usual costs related to the instructional process.”

  • Items purchased by the lab fees must be clearly identifiable, and they must be essential to the students' completion of the course. Specifically, absence of the items covered by the fee would prevent student success in the course.
  • There must be equivalent treatment of all students, so that no disparity exists between courses that use the items and charge the fee and courses that use the identical items and do not charge the fee.
  • Items covered by the fee must be unique and unavailable through other practical means for use in the specific course, and all students enrolled in the course must be required to pay the fee.
  • The same fee should apply to all sections of the course within a given semester. Students in May session sections should be charged the same fees as those in the regular and short summer sessions. 

See UGA Lab Fee Policy here.

4.07-13 Approval of Course Lab/Supply Fees

The dean of each academic unit (college/school) is responsible for maintaining a balance between the instructional costs incurred by the unit and the minimum fee charged to each student. Academic departments wishing to add or modify Lab/Supply Fees on the Bursar's Office List of Approved Courses must provide a written justification that includes documentation of the costs incurred in teaching the courses and a response to the basic criteria outlined below. Bursar's application form for new Lab fee is here. The department head must forward the justification to his/her dean for approval. Requests approved by the dean should be forwarded to the Office of the Vice President for Instruction for final approval. The OVPI will send approved requests to the Bursar.

  1. Items covered by the fee must be clearly identifiable, and they must be essential to the student’s completion of the course.  Specifically, absence of the items covered by the fee would prevent student success in the course.
  2. There must be equivalent treatment of all students, so that no disparity exists between courses that use the items and charge the fee and courses that use the identical items do not charge the fee.
  3.  Items covered by the fee must be unique and unavailable through other practical means for use in the specific course, and all students enrolled in the course must be required to pay the fee.
  4.  The same fee should apply to all sections of the course within a given semester. Students in May session sections should be charged the same fee as those in the regular and short summer sessions.

The approved list of courses requiring Lab/Supply Fees will be maintained in the Bursar's Office as well as in a data table in the OASIS Registration system. The fee is the actual cost expended to provide supplies, materials, and maintenance of specialized instructional equipment in undergraduate, graduate, and professional courses. It is not intended as a means of recouping ordinary and usual costs related to the instructional process. Examples of allowable and non-allowable fees are listed below.

Lab/Supply Fees: Allowable & Non-Allowable Purchases

Allowable Fees

  1. Items given to students in lab/supply kits (e.g., art supplies, test tubes).
  2. Items consumed by students during a course (e.g., chemicals, paper, toner).
  3. Yearly maintenance contracts on specialized equipment dedicated solely to instruction (e.g., magnetic resonance spectrometer, rapid prototype printer); the added cost per student may not exceed $25 per course. 
  4. Any tool or device used in a course that has an expected life of one year or less, is an operational item (no property tag), and is used to transform expendable items to a product needed for success in the course (e.g., sculpture chisel, electronic components).
  5. Instructional computing site license fees not eligible for Student Technology Fee funds.

Non-allowable Fees

  1. Items eligible for Student Technology Fee funds.
  2. Items costing over $5,000 and carrying a property tag.
  3. Furnishings, utilities costs (e.g., telephones) and similar items covered by state funds.
  4. Salaries or stipends for personnel.

Source: Vice President for Instruction, December 8, 2006

Lab Fee Forms

Bursar and Treasury Services Increase/Decrease for Existing Lab/Supply Fee

Application for New Lab/Supply Fee

PURCHASING

Technology & Computer Purchases

All computer related items must be routed through the South Campus IT hub staff.
 

UGA Mart

The UGA Mart system is the preferred method of purchasing at the University and the School of Art. UGA Mart allows for streamlined purchasing protocol, immediate budget allocation, and more accurate account auditing. It also eliminates the time consuming paperwork, collection of receipts, and deadlines associated with P-Card use.

Vendors

If you are unable to locate a Vendor in UGA Mart, please contact the vendor and make every effort to have the vendor added into UGA Mart by providing them with this link: vendors.uga.edu to be set up in the purchasing system.

As part of the new UGA Mart initiative, we have a new system for ordering that is managed by Area Chairs outlined below:

Protocal for Employees/Faculty placing orders within your area:

  1. Employee places order (Only one vendor is allowed per cart)
  2. Employee adds comment, which includes account associated with purchase and course number(s) if using lab fee account (ex: ARST 1080)
  3. If you have a quote, please email to the Studio Manager assigned to your area (listed below).
  4. Employee assigns the cart to their area chair.

Area Chair responsibilities

  1. Review orders
  2. Ensure course numbers are listed if using lab fee account (ex: ARST 1080)
  3. Ensure account information is provided
  4. Place comment in the system: "Area chair approves this purchase"
  5. Assign cart to to the Studio Manager assigned to your area (listed below).

If you need assistance using UGA Mart, please contact April Myers and we will be happy to assist.

UGAMart Pruchasing Cart Assignments (For LAB FEES only): 

UGAMart Tips:

1. Always Search for the item you want to buy first.

*Remember: Punchout items are not returned in the search results. To view these items click on the vendor name to go directly to UGA’s contract website. Only contracted items are available at a vendor’s punchout.*

2. Next, if anything in the search results meet your needs, then select the items based on the following order:

  • Mandatory Statewide Contract
  • UGA Contract: If items in the search results have no icon, or if “no” search results are generated, then you are free to use the ‘non‐catalog form’ to request the items you need.

3. The ‘non‐catalog form’ can only be used if the vendor has been loaded into UGAmart. Check for vendors this way:

  • Click ‘Browse Suppliers: Use a portion of the vendor’s name to be sure you don’t exclude the vendor from your search.
  • If the vendor exists in UGAmart, then you can complete the ‘non‐catalog form’ for your requested items.
  • Otherwise, if the vendor is not found in UGAmart, select Vendor TBD via bid, and have the vendor complete the Vendor Identification form.
  • A quote will also be needed on all non-catalog items, this can be e-mailed to the Associate Accountant, so I can attach it to the order. In some rare cases not all vendors have the capability to be added to UGAmart. If they do not except purchase orders they cannot be included in UGAmart. (Example: Amazon.com)

4. You can only use one vendor per order (or per cart). If you have multiple vendors in an order then multiple carts should be created.

5. Submit your cart to the Associate Accountant.

  • Always add a comment to the order to let us know which account number the order should be charged to.
  • If lab fees you need to include course number or the cart will be returned to you.

6. Training demos and user guides are on the website if more information is needed.
UGA Mart FAQs document.

UGA P-Card

* P-Card should only be used when the purchase cannot be made via UGAMart (because the vendor was unable to be added to UGAMart, the vendor will not accept purchase orders and there is no other vendor in UGA Mart that has the item.)

NO CHEMICALS CAN BE PURCHASED WITH A P-CARD, THEY MUST BE ORDERED THRU CRS (706)-542-2411 CENTRAL RESEARCH STORE.

Siavash Tohidi holds cards for the School of Art.
Contact the card holder for instructions.

Policy: The 1996 revisions of OCGA 50-5-69 authorized the Department of Administrative Services to permit state institutions to utilize a procurement card to pay for and monitor purchases under $2,499. The use of a procurement card (P-Card) is intended to streamline payment procedures and reduce the administrative burden associated with traditional and emergency purchasing of supplies, materials, equipment and services under $2,499. The current procurement card is a VISA card. P-Cards are issued in an individuals' name. Instructions for the issuance and use of the procurement card at the University of Georgia are available in the UGA Procurement Card Manual. Department Heads may set the transaction limit at their discretion; however, that limit may not exceed $2,499.99. A training session is mandatory for all potential cardholders prior to receiving their procurement card.

Inventory Control

All items requested through the University of Georgia or with University funding becomes the property of the state and University of Georgia. Purchase Orders for items valued greater than $499.99 will automatically generate inventory control tags from UGA Property Control. Computer related items (including, but not limited to, printers, cameras, scanners, etc.) that cost greater than $499.99 may generate Property Control tags at the discretion of Property Control.

Taking Equipment Off-Campus

In order to get authorization to take any inventoried item off campus, an application form must be completed online at UGARuss. Instructions are here.

REIMBURSEMENTS

Employee reimbursements are not allowed without prior written approval from April or the Director and is only allowed under exceptional circumstances. All purchases must be placed through UGAmart or P-card.   

Honoraria

Payments for honoraria may be made for professional services rendered by non-University employees only.

  • A Non-employee payment form must be completed and attached to the check request when payment is requested. (They need to use this link so they can click on different directions on the form.)
  • Payee must also complete the online vendor profile.  
  • The names need to match the Non-employee payment form.

When payment is requested for an individual (non-employee), it will be classified as a fee and/or reimbursement of expenses incurred in performing the service. These amounts will be listed separately on the Non-employee payment form as well as the check request. The original invoice(s) and or receipts for the expenditure must be submitted to qualify as reimbursable expenses.

This payment will be recorded as per diem and fees expense and not travel. Reimbursement of expenses must be made to the individual who incurred the expenses. They may not be charged directly to the University or paid by a third party who requests reimbursement. Prospective employees may be reimbursed for travel expenses under this policy.

When payment is requested for a professional, business establishment, or any other organization for rendering a service, an invoice is required along with the "Non-employee payment form". In this case, a signature is not required on the sheet. The organization's federal employer identification number should be entered on the Honoraria and Fee Sheet. The payment will always be considered as a fee regardless of how they are calculated on the invoice.
Payments will not be made in advance of service performance.

A letter of justification must be included as part of the supporting documents for an expenditure request to pay a relative of an employee when the relative is used as a consultant by a department. The letter of justification must accompany the University Consulting Agreement Form or Honoraria Form.

Expense reimbursement to an individual should be identifiable since this expenditure is recorded as a payment for expenses and is not taxable as is the payment of a fee.

Receipts

Register receipts must be itemized; receipts listing purchase by category (generally adding machine receipts) are unacceptable. Receipts must indicate that a paid balance and the method of payment. Packing slips with no prices listed or invoices that indicate a balance due are not acceptable as receipts. Handwritten receipts signed by the vendor are allowed, as well as credit card statements that have been notarized. 

VISITING ARTISTS 

See more information related to Responsibilities for Hosting Visiting Artists here.  

The Graduate Office Administrative Assistant helps manage VAS visitor travel, including checking to see if the host has booked their transfer from the airport or that the host has arranged to meet the guest. The charge is the responsibility of the visiting artist.

The host and the committee liaison will invite select faculty members and students to meals with the visiting artist/scholar.

 The location of the meal is up to the host. Please Note: The total budget for meals is set at $400*.

The invitees should be considered strategically to highlight the strengths and diversity of the school, i.e., possibly including an Assistant Director, area chairs, grad students, or faculty that will contribute to the quality of the guest’s visit to the school.

*This money is meant to cover the total cost of dinner after the artist’s/scholar’s lecture and any costs incurred by faculty and students in attendance at other meals during the course of the artist’s/scholar’s visit. Entertaining the guest at group meals with faculty and grads is good for the school, and overages beyond the $400 may be acceptable provided the invitees are strategic and cleared prior to the meal in writing by the Director. At all other meals (not scheduled with invitees) are paid for by the guest themselves. It is the responsibility of the VAS committee liaison to explain this system to the guest and to plan the itinerary ahead of time with the above information in mind. Also note, if a graduate student is hosting, a faculty member is responsible for covering the cost of the dinner following the artist’s/scholar’s lecture.

 During the visit

  • The committee liaison will ensure that the artist/scholar has filled out, signed, and returned all necessary forms so that they can get paid! Committee liaison will return forms to the Graduate Office Administrative Assistant before the lecture and during their stay.
  • Please schedule this in the itinerary to ensure that this is done before the VAS leaves.
  • The host is responsible for delivering the artist/scholar to the lecture with enough lead time to ensure that all necessary AV equipment is in place and working.
  • The host will cover the costs of the meals out-of-pocket and they must fill out and return an Entertainment form and original check(s) and itemized receipt(s) to the Business Office in order to be reimbursed.

Forms:

Entertainment form

 UGA Non­employee payment form

Unified Vendor form (W­9)

TRAVEL POLICIES

For full policy, go to Travel Policy.

If using departmental funds prior written approval is needed from the director. If you have start-up, research, or FYO funds prior approval is not needed.

Who should know this policy?
Any individuals on campus who travel or process travel in the course of their work.

Purpose of the policy:
To define the University of Georgia's regulations for reimbursing travel. The University will follow the travel rules of the Board of Regents and comply with all Internal Revenue Service regulations. The University maintains an accountable plan for travel reimbursement. By complying with the IRS rules for an accountable plan, travel reimbursements are not taxable income. An accountable plan requires that all travel reimbursements must be filed within sixty (60) days of the completion of the travel event.

Lodging means a hotel, motel, inn, apartment, or similar entity that furnishes lodging to the public for pay.

Meal Expense means the cost of a meal including applicable taxes and tip. No receipts needed when using per diems.

Each employee required to travel in the performance of official duties and entitled to authorize reimbursement for expenses incurred shall have prior authorization from his/her department head or other designated official for the purpose of his travel. For in-state travel, each department is responsible for maintaining the approval record of employees authorized to travel. It is not necessary to prepare a travel authority request or obtain prior travel authority above the department level for in-state travel. Official travel to points outside the State, but within fifty miles of the state border, will be construed as in-state travel.

Travel authorities

For travel occurring between July 1 and September 30 should clearly indicate which fiscal year funding should come from.

The University of Georgia does not provide travel advances.
Employees traveling on University business should pay for their expenses and seek reimbursement

Travel Forms

Employee Request for Authority to Travel on Official University Business form

Non-employee Request for Authority to Travel form
Note: The non-employee Request for Authority to Travel is a printable format only. No online data entry is available.

Meals: Per Diem Allowances

Employees may be reimbursed for reasonable travel-related expenses incurred while on official business for the State. Reimbursement claims for subsistence (meals and lodging) are to be reported on travel expense statements by date, location, and amount for each meal and lodging claimed. An individual taking annual or sick leave while away from headquarters on official business is not entitled to subsistence while on leave. With certain exceptions, reimbursement for subsistence within a 50-mile radius (or within the county) of a person's home or residence or headquarters is not allowable.

Meal Expenses Associated With Overnight Travel (General Rule)

Employees traveling overnight may be reimbursed for the daily per diem cost of meals within the maximum limits established in these travel regulations. Limits are based on the length of day which an employee is officially on travel status. Employees traveling overnight are generally eligible for per diem amounts designed to cover the cost of three (3) meals per day for all days on travel status other than the day of departure and the day of return. Employees may only receive per diem for meals occurring while officially on travel status. There are specific instances in which an employee may be eligible for the three-meal per diem rate on departure/return days.

Meal Expenses Not Associated With Overnight Travel

Employees who are required to travel for their job and do not stay overnight may be reimbursed for certain meal expenses in the following situations.

Employees acting as an official representative of the University may be reimbursed for meals that are an integral part of a scheduled, official meeting. Reimbursement is only authorized, however, if the meeting is with persons outside the employee's department and if the meeting continues during the meal. Employees cannot be reimbursed for meal expenses if they leave the premises of the meeting site.

Employees who are more than 50 miles away from home or headquarters on a work assignment and are away for more than 13 hours may be reimbursed for meals, even when there is no overnight lodging.

Meal Expenses Associated with Overnight Travel Outside of Georgia

Employees are considered traveling outside of Georgia when their official responsibilities must be performed at an out-of-state location. Employees who are working in Georgia but spending the night in lodging in another state are not traveling outside of Georgia. Employees traveling outside of Georgia may receive meal per diem amounts up to the federal per diem rates found here.

The breakdown by meal for federal per diem amounts may be found here.
Travelers are eligible for 75% of the total per diem rate on the first and last day of travel.

The federal government has also established per diem rates for foreign travel here.

The meals and incidental expense breakdown for foreign travel is here.

Please note that the University does not reimburse the incidental expense amount.

Per Diem rates associated with travel to high-cost out-of-state areas should be approved by the department head or his/her designee prior to the trip, in order that the employee might plan meals accordingly.  In addition, any meal expenses that exceed the maximum federal per diem rate should be explained and justified via memo and approved by the appropriate Dean or Vice President. Employees traveling overnight are generally eligible for per diem amounts designed to cover all days on travel status other than the day of departure and the day of return. Times of departure (for the day of departure) and return (for the day of return) should be noted on the employee expense statement to substantiate meals eligible for payment of per diem.

Lodging

Employees who travel more than 50 miles from their home, office, residence, or headquarters may be reimbursed for lodging expenses associated with overnight travel. Use these per diem rates:

Employees traveling overnight are responsible for ensuring the most reasonable lodging rates are obtained.

Sharing Lodging

When a room is shared with other state employees on travel status, reimbursement will be calculated on a prorated share of the total cost. A state employee on travel status, if accompanied by someone, who is not a state employee on travel status, would be entitled to reimbursement at a single room rate. (Single room rate should be noted on the paid receipt provided by the hotel or motel.)

Taxes Associated with Lodging Expenses

Section 48-13-51 of the Official Code of Georgia Annotated states that Georgia state officials or employee traveling on official business should not be charged county or municipal excise tax on lodging.

Miscellaneous Expenses

  • Registration Fee
  • Telephone/Fax Expenses
  • Internet Usage Charges
  • Baggage Handling Services
  • Stationary/Supplies/Postage Expenses
  • Visa/Passport Fees

Unallowable Expenses

The following expenses are not reimbursable unless specific legal authority has been established:

  • Laundry (allowable only when overnight travel exceeds seven (7) consecutive days)
  • Tipping for maid services
  • Valet services for parking, when self-parking options are available
  • Theater
  • Entertainment
  • Alcoholic beverages
  • Bank charges for ATM withdrawals

Additional Provisions

Reimbursement for out-of-state travel expenses may not exceed by more than twenty-five percent (25%) the amount approved on the Request for Authority to Travel without a statement of explanation and justification that is approved by the appropriate dean, director, or vice president.

Required Documentation of Travel Expenses

Employees requesting reimbursement for travel expenses are required to submit their claim to authorized personnel on the employee travel expense statement for travel.

Requests for reimbursement should include the following information:

  • per diem rates for meals
  • documentation of actual costs for lodging, mileage, transportation, and miscellaneous expenses
  • explanation of any expenses that exceed the established limits, and of any unusual expenses
  • explanation of the purpose for the trip
  • description of the type(s) of transportation used

Employees are required to sign their travel expense statement, attesting that the information presented on the form is accurate. The appropriate person in the traveler’s unit must approve the statement. Employees who provide false information are subject to criminal penalty of a felony for false statements, which is subject to punishment by fine of not more than $1,000 or by imprisonment for not less than one nor more than five years.

Employees are also required to submit receipts for the following expenses:

  • Meals purchased in lieu of those provided at conference/training Lodging
  • Airline or Railroad Fares Rental of Motor Vehicles
  • Gasoline purchased for Rental Vehicles Supplies
  • Registration Fees
  • Laundry Services (when travel exceeds 7 days) Visa/Passport Fees

Foundation Funding

Prior written approval is needed from the director.

Meals

  • Entertainment form: Write who is getting reimbursed in the top right on form.
  • Itemized receipt needs to be legible and taped to an 8 ½ X 11 plain sheet of paper.
  • Alcohol statement if alcohol was purchased.

Non-employee Payments

Companies

  • Invoice with tax included. Proposals nor quotes are accepted.
  • If company does not provide an invoice then they will need to fill out a Non-employee payment form.

W-9 form

Surplus Property

No item should be sent to surplus property with UGA inventory tags: the item must first be removed from inventory list by the Associate Accountant.