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Champions by Design: Building a Winning Team ! Budgeting & Purchasing

This session covers the purchasing process, vendor management, utilizing different accounts, necessary paperwork, and timely submission. Topics also include P-Card usage, tax accounts, vendor authorization, and best practices for effective purchasing.

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Champions by Design: Building a Winning Team ! Budgeting & Purchasing

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  1. Champions by Design:Building a Winning Team!Budgeting & Purchasing Jane Ivey Accountant Tamara Burke Coordinator for Student Leadership

  2. Learning Objectives This session will cover: • The purchasing process • The current vendor list • How various accounts should be used • The appropriate paperwork needed to process payments • How to complete a Request for Payment (RFP) form • Entertainment Form • Vendor Form • Honoraria • List of acronyms commonly used in Housing • Using the Procurement Card (p-card) • The importance of submitting paperwork in a timely manner • Late letters, excessive late letters

  3. Purchasing Process P-Card Vendor Card

  4. Tax and Types of Accounts Tax Exempt Accounts • Student Activity accounts • Operating accounts • Agency accounts Non-Tax Exempt Accounts • Foundation accounts

  5. Tax and Types of Accounts Clearing accounts Tax Exempt Certificates for Vendors • Email Jane Ivey at janiet@uga.edu • Include: • Account number that will be used • Vendor Information: • Name • Address

  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 number (for reimbursements) • Name & date of program • General list of items purchased • Type of payment • Approval signature

  7. Forms • Entertainment form • Any time food is purchased for students • Honoraria • To pay for a service • Finance & Administration • http://www.busfin.uga.edu/forms/ • Food Chart • Use to determine the purchasing method to use

  8. Vendor Authorization List • List is not exhaustive • Any vendor can accept this verbal agreement • E-mail Jane Ivey to add or remove a vendor

  9. P-card Manual • Written list of P-card Do’s and Don’ts • More P-card Don’ts: • UGA Departments (does not include Athletic Association) • Equipment over $500 • Charities • Never use for purchases from Agency or Foundation accounts • Splitting a transaction

  10. Other Things to Know About P-card Usage • Purchasing tickets for Student Sanctioned Events (list of attendees required) • Paying for parking online when purchasing tickets • Glitches in Works • WHEN IN DOUBT, ASK FIRST

  11. Organization Will Make Your purchasing Experiences More Positive • Start planning early • Keeping records and copies • RFP #s • Start planning early • Taking notes • Start planning early • Recurring programs – keep a file • Start planning early

  12. Purchasing Equipment • State Contract List • On Procurement’s web site: http://www.busfin.uga.edu/procurement/ • Commodities and contracts • Procurement staff • Inventoried vs. Non-inventoried equipment

  13. Resources

  14. Champions by Design:Building a Winning Team! Thank you for attending this year’s purchasing class!

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