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

2. 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

3. 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
Jane

4. Sales Tax Exemption Tax Exempt Certificates for Vendors Available at
Will have to add supplier address to form before submitting it to vendor.
Jane

5. 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,

6. Purchasing Process
Vendor Card
Tamara

7. 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

8. 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

9. 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.

10. 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)

11. 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)

12. 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, 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.

13. 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
Food Chart
Use to determine the purchasing method to use
Tamara

14. 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

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

16. 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.

17. Resources Websites Main Travel Page
Websites
Main Travel Page
Travel Authority
Travel Expense Statement
In-state Per Diems
Works Login
P-Card Transaction Log
P-Card Manual
Reporting Form
Non-Employee Payment Form
Entertainment Form
Forms Search Page
Procurement

18. Thank you Thank you for attending this year’s purchasing class!
Jane Ivey (706)
Marion Spearman (706)