Jane Ivey Accountant Marion Spearman Business Manager Residential Programs and Services Professional Staff training 2017 Budgeting & Purchasing Jane Ivey Accountant Marion Spearman Business Manager

Learning Objectives 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 Non-Employee Payment Form List of acronyms commonly used in Housing The importance of submitting paperwork in a timely manner Late letters

Tax and Types of Accounts Tax Exempt Accounts Operating accounts (Begin with 52) Student Activity accounts (Begin with 95) Agency accounts (Begin with 90) Plant funds accounts (Begin with 80 or 82) Non-Tax Exempt Accounts Foundation accounts (Housing Foundation accounts) Object Codes Each purchase must include proper object code. The most common object code for supplies is 71400. Jane

Sales Tax Exemption Tax Exempt Certificates for Vendors Available at http://www.busfin.uga.edu/forms/salestax.pdf Will have to add supplier address to form before submitting it to vendor. Jane

Purchasing systems at UGA Most Common for RPS: E-check - for check requests to vendors where labor is involved. (95 accounts can purchase supplies through a check request.) Limit $2,499.99 E-tickets – for payments to other UGA departments on campus. Less Common for RPS: P-Card – requests have to be made at least 2 weeks before program date. All paperwork should be submitted to P-Card holder making purchase. UGAMart – for office supplies, equipment, contracts, and all orders that exceed $2,499.99.

Purchasing Process Vendor Card Tamara

Vendor Authorization List List is not exhaustive This list is currently under review with RPS staff. All new vendors for UGA must complete online vendor profile before we can do business with them. Jane

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. These will be created in StarRez in the near future. Includes: Vendor name & address Name & date of program General list of items purchased Type of payment Approval signature Tamara

Timeline for rfp’s 48 Hours – The RFP packet must be started within 48 hours of the event. 2 Weeks – You have 2 weeks from the date of the event to get the paperwork to the Housing Business Office accountant for processing. After that date, a late letter is required to explain the delay to Rick Gibson and Rob Perez. Since most of our vendors are working with us regarding payment terms, please submit all RFP’s as early as possible to maintain good relationships with our vendors.

Examples of RFP’s E-Check Request (request to have payment sent to vendor) Request for payment form Invoice with itemized list (no tax) Entertainment form for food Flyer E-Ticket Request (request to pay a UGA Department)

Examples of rfp’s Direct Charge (Paying a UGA Department that will take the money directly out of your account) Request for payment form Invoice Flyer Account Transfer (Request to move money from your hall council to another hall council)

Examples of rfp’s UGAmart (Purchase order through Procurement) Request for payment form Quote, and after product received, an invoice Flyer Reminder: All supply orders over $2,499.99 using a 95 account must be processed in this system. All supply orders using a 52 account must be purchased in this system or with a P-Card if less than $1,000. P-Card (Request for a p-card holder to make a purchase for you) Entertainment form if food List of attendees if tickets There is a single transaction limit of $1,000 for every P-Card purchase. Do not split orders to avoid this limit.

Forms Entertainment form Non-Employee Payment Form Any time food is purchased for students Non-Employee Payment Form To pay for a service or pay a non-employee Finance & Administration Forms Page http://fanda.uga.edu/facstaff/forms Food Chart Use to determine the purchasing method to use Tamara

Organization Will Make Your purchasing Experiences More Positive Start planning early (Know how much you will need to spend) Keeping records and copies RFP #s Start planning early Taking notes Recurring programs – keep a file

Purchasing Equipment State Contract List On Procurement’s web site: http://www.busfin.uga.edu/procurement/ Commodities and contracts Procurement staff Inventoried vs. Non-inventoried equipment All technology related items must be purchased through Housing IT staff.

Account Status Report Reconciliation 95 Accounts – RHD’s should review the Hall Council spreadsheets that Jane send out each month on the shared drive. 52 Accounts – AC’s some senior coordinators should complete a review of each monthly account packet. The review should include supply purchases, and any other charges that are charged to an account each month. Report discrepancies to housing business manager.

Resources Websites Main Travel Page   Websites Main Travel Page http://www.busfin.uga.edu/accounts_payable/travel.html Travel Authority https://busfin1.busfin.uga.edu/accounts_payable/travel_authority_emp.cfm Travel Expense Statement https://emer.prepare.uga.edu/accounts_payable/travel_expense_login.cfm In-state Per Diems http://www.policies.uga.edu/FA/nodes/view/1301/Employee-Travel-Effective-July-1-2013 Works Login https://payment2.works.com/works/session P-Card Transaction Log http://www.busfin.uga.edu/forms/pcard_transaction_log.pdf P-Card Manual http://www.busfin.uga.edu/procurement/pdf/PCardManual.pdf Reporting Form http://www.busfin.uga.edu/forms/P-CardReporting.pdf Non-Employee Payment Form http://www.busfin.uga.edu/forms/Non_emp_payment.pdf Entertainment Form http://www.busfin.uga.edu/forms/entertainment.pdf Forms Search Page http://fanda.uga.edu/facstaff/forms Procurement http://www.busfin.uga.edu/procurement/p_card.html

Thank you Thank you for attending this year’s purchasing class! Jane Ivey (706) 583-0912 e-mail: janiet@uga.edu Marion Spearman (706) 542-8304 e-mail: spearman@uga.edu