1. Scott Nelson Sr. Coordinator Jane Ivey Accountant
Graduate Resident and Doctoral Intern Fall 2016 Training Budgeting & Purchasing
Scott Nelson
Sr. Coordinator
Jane Ivey
Accountant

2. Learning Objectives This session will cover:
Purchasing instructions and process
Examples showing the paperwork required for purchasing
Current vendor list
Vendor Authorization cards
Tax Exempt Certificates
How to complete a Request for Payment (RFP) form
Entertainment Form
Non-Employee Payment Form
The importance of submitting paperwork in a timely manner
Late letters

3. Tax and Types of Accounts
Tax Exempt Accounts
Student Activity accounts
Federal Tax ID:
Tax Exempt Certificates for Vendors
Jane Ivey at
Include:
Account number that will be used
Vendor Information: Name & Address
Jane

4. Purchasing Process
Vendor Card
P-Card
Tamara

5. Vendor Authorization List
List is not exhaustive
Any vendor can accept this verbal agreement
Jane Ivey to add or remove a vendor
Jane

6. 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
Includes:
Vendor
810/811 number (for reimbursements)
Name & date of program
General list of items purchased
Type of payment
Approval signature
Tamara

7. Request for payment (RFP) Checklist
Request For Payment Half Sheet
Invoice or Receipt
Entertainment Form for food or tickets
Program Flier
List of Who & How Many Attended
Make Copies & File Them Away

8. Forms Entertainment form Non-Employee Payment Form
Any time food is purchased for students
Non-Employee Payment Form
To pay for a service by a non-employee of UGA
Finance & Administration
Tamara

9. Organization Will Make Your purchasing Experiences More Positive
Start planning early
Have Set Purchasing Days
Keeping records and copies
RFP #s
Taking notes
Recurring programs – keep a file
Late RFP’s
Letter of Explanation to Jane Ivey