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 $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 Application for Petty Cash Travel Center Other (non-UGA) Forms UPS Commercial Invoice Form for International Shipping For inventoried items that need to be taken off campus, please contact Michael Durham, the departmental Laboratory Professional. Please note that due to possible policy and procedure changes, information on this page can change at any time.
