UGA has four main purchasing and payment options available for faculty and staff to use for purchasing/reimbursement purposes. OneSource is the new system payments and reimbursements are processes through. Visit the OneSource training library for more information.

Below is a general overview of these purchasing and payment options.

 

1) Payment Requests

Personal reimbursements can be processed by the employee at https://onesource.uga.edu/ by following the non-travel expense instructions and contacting the Business Manager for the appropriate chart string.  Submit Invoices and related receipts to the office staff for payment  processing

OneSource instructions for non-travel expenses

Example of allowable items:

No dollar limit: payments for refunds*, travel, stipends, and registration fees

$2,499.99 limit: honoraria payments (services rendered) and vendor payments involving services rendered (service payments include analysis and sequencing charges)

$9,999.99 limit: custom/freight charges and purchase of authorized page charges

*Personal reimbursements for supplies and expenses is limited to $499.99 per transaction. Other purchasing options, such as a purchase order, should be utilized for supplies and expenses over $500.

Submit reimbursement forms with related receipts and vendor invoices to the departmental Business Manager for payment processing.

2) Purchase Orders

Example of allowable items:

$9,999.99 limit: supplies, materials, equipment and non-public works services

Over $10,000: supplies, materials, equipment and non-public works services ( three quotes or justification for procuring without three quotes is required)

Submit purchase request through the UGAmart system. Quotes can be obtained and submitted with purchase request.

 

3) Purchasing Card (P-card)

$4,999.99 limit per transaction

Examples of unallowable items: 

Chemicals (exception - compressed gases)

Travel-related expenses (exception - conference/registration fees - with limitations) 

Inventoried Equipment

Maintenance/Service Agreements 

Contact the departmental Business Manager for P-card purchasing.

 

4) Petty Cash

Petty Cash Policy

Petty Cash Application

$499.99 limit per transaction

Examples of unallowable items: 

Items construed as equipment which have a unit value exceeding $99.99

Radioactive materials

Fees for conferences, seminars and registrations

See the departmental Business Manager for petty cash payment/reimbursement.

 

Quick Links

Non-Employee Payments

Non-Resident Aliens Requirements

Payments to Internationals

Online Vendor Profile Database - (all US companies and non-employees must register here first before getting reimbursed)

PDF Vendor Profile with W-8BEN (non-US individuals or companies)

UGAmart

Sole Source/Sole Brand

Foundation Reimbursements (add Supplemental Form when needed)

Application for Petty Cash 

Travel Center

 

For inventoried items that need to be taken off campus, please contact Ashley Arnold, the departmental administrator.

Please note that due to possible policy and procedure changes, information on this page can change at any time.