Purchasing Approval Form

Purchasing Approval Form
University Housing complies with all ethics policies for the University of Georgia (UGA). UGA complies with the DOAS Code of Ethics for Governmental Service.

You can use the UGA Knowledge Base to access course materials for all of the OneSource courses. You also have access to a variety of self-service materials, including tutorials and job aids, to help you complete tasks in the UGA Financial Management System and ONEUSG Connect.
Requestor Name*

First NameLast Name
Requestor Email*
example@example.com
Unit*

EDOASCRPS

EDO/ASC/RPS Purchasing
Which type of chartstring will this be expensed to?*

OperatingCommunity CouncilFoundation
Speedtype*
Operating Account
HSGRPS ChartField1s*
Operating ChartField1s*
Speedtype*
Community Council Account
RHA ChartField1s*
Community Council ChartField1s*
Speedtype*
Foundation Account
Type of payment*

UGA BookstorePayment RequestIntra University Charge/JV (Example: UGA space rental, Tate Print and Copy, Dining)P-CardUGAmartReimbursement (non-travel related)
Type of payment*

UGA BookstorePayment RequestIntra University Charge/JV (Example: UGA space rental, Tate Print and Copy, Dining)UGAmartReimbursement (candidate reimbursement or non-travel related)
Does the purchase have terms and conditions, require a signature, or is for a rental (excluding vehicle rentals)?*

YesNo
UGA Department to Pay*
EX: Tate Print and Copy
What are you using the Intra University Charge/JV to purchase? (Select all that apply)*

Office SuppliesProgram Supplies (ex. Event space rental, Tickets)FoodUGA Motor Pool Fleet Vehicle RentalRegistration/Lodging/Travel Expenses Directly Paid for by HousingOther
Amount of payment*
Rentals or purchases with terms and conditions should be purchased by UGAMart.

Please provide a justification letter explaining why the order was not processed via UGAMart and attesting that correct purchasing procedures will be followed for future orders.
Purchases over $2,499.99 should not be processed by payment request.

Please provide a justification letter explaining why the order was not processed via UGAMart and attesting that correct purchasing procedures will be followed for future orders.
Justification Letter*

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Unique Code
Approver 1 Email
example@example.com
Approver 2 Email
example@example.com
Approver 3 Email
example@example.com
Approver 4 Email
example@example.com
HBHR Email
example@example.com
UGAmart Admin
Admin Email
example@example.com
Is vendor a registered UGA supplier?*

YesNo/I don't know
STOP - you will be unable to submit this form!
Please contact University Housing Business Office, HSG-Business@uga.edu in order to register the supplier as a vendor.
Vendor Name*
Name of program*
Date of program*

MonthDayYear
Date
Delivery Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Invoice Date*

MonthDayYear
Date
Submitted Date

MonthDayYear
Date
Number of Days
All invoices submitted more than 5 days past the invoice date must be accompanied by a brief comment explaining the delay in payment (example: vendor submitted invoice late, worked with vendor to get sales tax removed).*
Please explain in no fewer than two sentences.
Personal reimbursements are not the preferred method of payment and must have an attestation that expenses are valid. Please write a signed and dated letter detailing that all items purchased were for a University event.
Attestation that expenses are valid*

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What did you purchase that requires reimbursement? (Select all that apply)*

Program SuppliesOffice SuppliesFoodRegistrationOther
Choose the approval type that you are requesting:*

Blanket approval for recurring charges and covers only one fiscal year. (Example: subscriptions)A one-time purchase is a current need only.
When do you intend to make this purchase?*

MonthDayYear
Date
Provide a business reason for this purchase.*
What are you using the payment request to purchase? (Select all that apply)*

Office SuppliesProgram SuppliesFoodOrder with UGA LogoNon-Employee (ex. DJ, Hairy Dawg Appearance, Candidate)ConsultantRegistration/Travel Expenses Directly Paid for by HousingOther
STOP - you will be unable to submit this form!
Please contact University Housing Business Office, HSG-Business@uga.edu.
Either a non-employee invoice or a non-employee payment form should be submitted. Both are not required.
The UGA Automotive center is open from 8:00am to 4:30pm Monday through Friday. Rental vehicle keys will need to be picked up during their hours of operation. Contact vehiclerentals@uga.edu or call 706-542-7173/7525 if you have questions.
UGA Employee Driving*

First NameLast Name
Will anyone else be driving?*

YesNo
Reservation will be made with one driver's name. All additional drivers will need to be added by the automotive center upon vehicle pickup.
Driver(s) WEX card certified?

YesNo
Review MOTOR VEHICLE AND WRIGHT EXPRESS (WEX) FUEL CARD USE policy before renting.
Name(s) of other driver(s)*
Type of Vehicle*
Estimated Mileage*
Pickup Date*

MonthDayYear
Date
Pickup Time*

Hour Minutes

AM/PM Option
Dropoff Date*

MonthDayYear
Date
Dropoff Time*

Hour Minutes

AM/PM Option
Number of days (hidden)
Estimated Vehicle Rental Cost
What are you using the p-card to purchase? (Select all that apply)*

Office SuppliesProgram SuppliesFoodRegistrationOther
Has this been approved through travel approval form or email?*

YesNo
Travel will be:*

In-StateOut-of-StateVirtual/In-townCandidate
Start Date*

MonthDayYear
Date
End Date*

MonthDayYear
Date
Travel Authorization Number*
What are you using UGAMart to purchase? (Select all that apply)*

Office SuppliesProgram SuppliesFoodOrder with UGA LogoOther
Are you purchasing through a "punchout" on UGAMart? (ex. Amazon, Staples, Lowes, CDW, etc.)*

YesNo
Number of staff/student staff in attendance*
Number of students in attendance*
General List of Items to Purchase*
Receipt/Invoice or Non-Employee Payment Form*

https://busfin.uga.edu/forms/Non_emp_payment.pdf
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Receipt/Invoice*

Remove any special characters from file name
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Request for Direct Charge Authorization Form*

Remove any special characters from file name
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Foundation Entertainment Form*

https://give.uga.edu/wp-content/uploads/Entertainment_Reimbursement.pdf
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Itinerary, Flyer, Agenda, or Email Announcement*

Remove any special characters from file name
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List of Attendees (Only required for ticket purchases)

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Trademark Approval Form*

For questions about this form, please reach out to Carrie Campbell, carrie.campbell@uga.edu
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Proof of UGA Logo*

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Quote*

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Completed Group Meals Form *

https://busfin.uga.edu/forms/group_meals.pdf, Please reach out to Nichole Lunceford, nicholel@uga.edu, for assistance in obtaining approvals
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Completed Recognition and Awards Program Form (Only required for staff/student staff events)

https://busfin.uga.edu/accounts_payable/recoginition_awards.pdf, Please reach out to Nichole Lunceford, nicholel@uga.edu, for assistance in obtaining approvals
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Email Approval Chain for In-town Travel/Virtual Professional Development*

Approval should be granted through executive director
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Meeting Minutes*

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File Upload

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Notes/Comments
Requestor Signature*

Clear
PR/Payment Request
Should be Empty:

Purchasing Approval Form

EDO/ASC/RPS Purchasing