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

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

2. Learning Objectives This session will cover: • The purchasing instructions and process • The purchasing instructions on the most current regulations regarding purchasing • Current vendor list • The appropriate paperwork needed to process payments • How to complete a Request for Payment (RFP) form • Entertainment Form • Vendor Form • Honoraria • 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 • 586001998 • Tax Exempt Certificates for Vendors • Email Jane Ivey at janiet@uga.edu • Include: • Account number that will be used • Vendor Information: • Name • Address

5. 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

6. Forms • Entertainment form • Any time food is purchased for students • Honoraria • To pay for a service • Finance & Administration • http://www.busfin.uga.edu/forms/

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

8. 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

9. Resources

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