CHAMPIONS BY DESIGN: BUILDING A WINNING TEAM! BUDGETING & PURCHASING Jane Ivey Accountant Tamara Burke Coordinator for Student Leadership

This session will cover:  The purchasing process  The current vendor list  How various accounts should be used  The appropriate paperwork needed to process payments  How to complete a Request for Payment (RFP) form  Entertainment Form  Vendor Form  Honoraria  List of acronyms commonly used in Housing  Using the Procurement Card (p-card)  The importance of submitting paperwork in a timely manner  Late letters, excessive late letters LEARNING OBJECTIVES

Vendor CardP-Card PURCHASING PROCESS

Tax Exempt Accounts  Student Activity accounts  Operating accounts  Agency accounts Non-Tax Exempt Accounts  Foundation accounts TAX AND TYPES OF ACCOUNTS

Clearing accounts Tax Exempt Certificates for Vendors  Jane Ivey at  Include:  Account number that will be used  Vendor Information:  Name  Address TAX AND TYPES OF ACCOUNTS

Request for Payment (RFP)  In-house form whose purpose is to summarize the purchase with the critical information that is needed  Includes:  Vendor  810 number (for reimbursements)  Name & date of program  General list of items purchased  Type of payment  Approval signature REQUEST FOR PAYMENT FORM

 Entertainment form  Any time food is purchased for students  Honoraria  To pay for a service  Finance & Administration   Food Chart  Use to determine the purchasing method to use FORMS

 List is not exhaustive  Any vendor can accept this verbal agreement  Jane Ivey to add or remove a vendor VENDOR AUTHORIZATION LIST

 Written list of P-card Do’s and Don’ts  More P-card Don’ts:  UGA Departments (does not include Athletic Association)  Equipment over $500  Charities  Never use for purchases from Agency or Foundation accounts  Splitting a transaction P-CARD MANUAL

 Purchasing tickets for Student Sanctioned Events (list of attendees required)  Paying for parking online when purchasing tickets  Glitches in Works  WHEN IN DOUBT, ASK FIRST OTHER THINGS TO KNOW ABOUT P-CARD USAGE

 Start planning early  Keeping records and copies  RFP #s  Start planning early  Taking notes  Start planning early  Recurring programs – keep a file  Start planning early ORGANIZATION WILL MAKE YOUR PURCHASING EXPERIENCES MORE POSITIVE

 State Contract List  On Procurement’s web site:  Commodities and contracts  Procurement staff  Inventoried vs. Non-inventoried equipment PURCHASING EQUIPMENT

RESOURCES

Thank you for attending this year’s purchasing class! CHAMPIONS BY DESIGN: BUILDING A WINNING TEAM!