UGA has four main purchasing and payment options available for faculty and staff to use for purchasing/reimbursement purposes. See below for a general overview of these purchasing and payment options. Payment Requests Some allowable items: No dollar limit: payments for refunds*, travel, stipends, and registration fees (employee reimbursement is submitted through UGA Financials Travel & Expense Module - User Defaults need to be set up before submitting first reimbursement.) $2,499.99 limit: non-employee payment (services rendered) and supplier 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 supplier invoices to the departmental Administrative Specialist for payment processing. Purchase Orders Some 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. Purchasing Card (P-card) *Note that p-card usage is severely limited per updated USG and UGA policies and procedures. A two-step pre-approval is required before departmental p-card user can place order. Another purchasing option is strongly advised and should be used if available.* $2,499 limit per transaction Some unallowable items: Chemicals (exception - Compressed gases that do not demonstrate any additional hazard, such as toxicity, corrosivity, flammability, or oxidizing properties.) Travel-related expenses (exception - conference/registration fees - with limitations) Inventoried Equipment Maintenance/Service Agreements Contact the departmental Administrative Specialist for P-card purchasing. Petty Cash $499.99 limit per transaction Some unallowable items: Items construed as equipment that has a unit value exceeding $99.99 Radioactive materials Fees for conferences, seminars and registrations See the departmental Administrative Specialist for petty cash payments for suppliers. Employee reimbursements are submitted through UGA Financials Travel & Expense Module. Other purchasing options: Direct-billing is available throughout campus departments that offer services and/or supplies. Direct-bill information/invoices need to be routed through the Grants Coordinator or Senior Accountant. iLab Solutions - UGA Department that offers direct billing for research supplies and chemicals For inventoried items that need to be taken off campus, please submit an off-campus authorization through here. Quick Links Non-Employee Payment (US Citizens & Foreign Nationals) Payments to Foreign Nationals - required documentation Online Supplier Profile (US individuals or companies) W-8BEN (non-US entities) - see W-8BEN instructions for more information W-8BEN (non-US individuals) - see instructions for more information UGAmart Sole Source/Sole Brand Entertainment Expenses (add Supplemental Form when needed) Petty Cash Disbursement Travel Center **Due to possible policy and procedure changes, information on this page can change at any time. Business Office Email: marsci-business@uga.edu -Updated 2/26/2020
