P-Card Update HB 1113 Update Food and Alcohol Policy UNIVERSITY OF GEORGIA - BAAF PLANNING GROUP - BAAF PLANNING GROUP October 01, 2008

279 cards cancelled since June 15 th Net decrease of 157 cards Approximately a 10% decline P-Card Update

Detailed Transaction Log Decrease in Card Usage Confusion of Rules, Especially with the Food Policy Communication Challenges P-Card Update

Increased Oversight of Transactions Increased Awareness of Accountability Issues Decrease in Unintentional Personal Purchases P-Card Update - Good News!

Five (5) Cases of Unintentional P-Card Use Reported to the Board of Regents -Office of Internal Audit Received Acknowledgement and “Thanks” No Additional HB 1113 Issues to Date House Bill (HB) 1113

Purchasing Food & Alcohol

UGA policy in conformity with Board of Regents policy Clarifies instances when food may be purchased for consumption by students, potential students, volunteers and employees using institutional funds Food includes meals, beverages, snacks, etc. but specifically excludes alcohol as an allowable food expense OVERVIEW OF POLICY

PER DIEM LIMITS – INSTITUTIONAL FUNDS

Requirements: 1. Meals held to facilitate the effective and efficient operation of the departments involved 2. Meeting must last at least four (4) hours 3. Meals held at the start/end of a meeting are not eligible for payment 4. Meals only (no snacks)  Prior approval by Dean/Vice President  Employee Group Meals Form ( EMPLOYEE GROUP MEALS

PURCHASING ALCOHOL Resale in the normal course of business only  i.e. Auxiliary Units and the Georgia Center Conference/Workshops  Cash Bar  Registration fees may be used to pay for bartending services and set up fees Sponsored accounts - Contact Contracts and Grants directly

1. Original/Scanned Itemized Receipts 2. Documentation to show that per diem limits were followed 3. Business purpose 4. Adequate documentation associated with the event  i.e. flyer, , agenda to substantiate that the event was an official event 5. A list of participants and relationship to UGA if food purchased at a restaurant or on a per person basis 6. Non-catered food (i.e. items from grocery store) require written justification REQUIRED DOCUMENTATION

Accounts Payable (706) 542 – 2786 Susan Manthey (706) or “Purchasing Food & Business Related Entertainment Policy” QUESTIONS?

ADDITIONAL DETAILS FOOD AND ALCOHOL POLICY

The “Purchasing Food & Business Related Entertainment” policy does not address the following areas: 1. Food purchased by the ARCH Foundation or the UGA Foundation 2. Food for resale  Auxiliary Units and the Georgia Center only 3. Provisions for purchasing food for employees on travel status  Employees must follow state travel policy 4. Food purchased for Prospective Employees  Expenditures must comply with Non-Employee Travel Policy 5. Food purchased by outside organizations for employees  Employees must comply with provisions of the Gratuity Policy SCOPE OF POLICY

UGA units that host and coordinate conferences and workshops and collect registration fees may use these funds to purchase food for meals and breaks which are an official and integral component of the conference or workshop  “supplies” necessary for the event  In general, departments should contract with a caterer  Non-catered food (i.e. items from grocery store) - written justification CONFERENCES & WORKSHOPS

Allowable Food Purchases - Students Sanctioned Student Events Events sponsored by recognized student groups and other campus events open to the general student body and designed to further the development and education of students Student Recruiting Potential students and their parents/guardians may be provided food at an event designed to encourage the student to attend the institution

Food purchased based on Organizational Mission  Must be integral and necessary to the department’s organizational mission  “supplies”  i.e. concessions for Legion pool, food for children at the McPhaul daycare center or kids at 4-H camps Safety Water or other hydration products may be purchased insofar as these products are required by OSHA or are necessary to prevent serious harm to an employee Allowable Food Purchases

Classroom and Academic Programs Food may be purchased in those instances where food is an integral part of the instructional methodology  i.e. Food Appreciation or Cooking Class, Foods & Nutrition Course Volunteer Events Food may be purchased for volunteers if these individuals provide benefits to the institution without receiving compensation  “quid pro quo ”  Food purchased in connection with volunteer recognition or appreciation events may not be paid from institutional funds Allowable Food Purchases

Academic Programs, Student Events, and Educational or Business Meetings Involving Predominantly Non- Employees When conducting a program, event or meeting involving predominantly non-employees where attendance by the employee is essential and in furtherance of an official institutional program, and the meal is an integral part of the meeting, an employee can partake in the meal and be reimbursed for his or her actual meal cost up to the per diem limits established in BPM Section 4.3. Allowable Food Purchases for Employees