Do not save forms to your desktop or elsewhere. Updates are made without notice in order to ensure efficiency and ensure we capture any changes to UGA’s policy.

• Forms enable the EBO to prepare records for the School, which are used in filing and reference, including for auditing purposes.
• Forms reduce the chances of errors and mistakes upon leaving the end user and reaching the processor.
• Forms can help reduce the cost of operation by saving manual and mechanical labor on production of such records without forms.
• It simplifies office procedures and establishes a more sound office system.
• It facilitates systematic collection and transmission of information.

All Ecology employees must assign a delegate.

• Employees only have to complete this task one time unless there is turnover in the office. The system requires you to sign in with your UGA MyID and password and this is the reason someone else can not complete this task for you. However, you are welcome to reach out to your finance contact for in-person assistance.
• Once you have completed assigning delegates your finance contact and their back-up can move through the UGAmart and OneSource systems on your behalf.
  
• You are still required to complete a simple pdf or Qualtrics form.
• By law, you are still required to review and submit your travel authorities and all reimbursements.

 

Forms – Employees

• Travel
  • Travel Authorization (TA) Form (Qualtrics)
    • Failure to submit this form prior to official UGA travel could mean you will not be covered by the University’s Worker’s Comp Insurance and/or you forfeit claims for reimbursement.
    • International travel authority request forms should be submitted at least four (4) weeks before departure date. Other than international travel should be submitted at least two (2) weeks before departure date.
  • UGA OSE Travel Reimbursement Form (pdf)
    
    • Reimbursements should be submitted within 30 days of travel ending otherwise you may face tax implications.
    • Be sure you have legible, paid receipts on hand. Receipts are not required for meals.
• Non-Travel
  • Employee Purchase Order Form (pdf)
    
    • The first attempt to acquire goods or services should always be via purchase request.
    • Anything $2,500 or more is REQUIRED to be processed as a purchase request otherwise it is considered unauthorized and ineligible for payment/reimbursement.
  • Non-travel Reimbursement Form (Qualtrics)
    • The first attempt to acquire goods or services should always be via purchase request.
    • Anything $2,500 or more is REQUIRED to be processed as a purchase request otherwise it is considered unauthorized and ineligible for payment/reimbursement.
    • Non-travel reimbursements are limited to $500 or less in Ecology.
    • Reimbursements should be submitted within 30 days of incurring the expense otherwise you may face tax implications.
    • Membership dues be in the name of UGA unless the following circumstances apply:  job requirement; the sole purpose of the membership is to purchase professional journals at a reduced rate; if the membership cost is less than the savings realized for a non-member conference registration.  ALL membership expenses must be approved, in writing, by the Dean before purchase or payment.
  • Entertainment Reimbursement Form (Qualtrics)
    • It is advisable that you seek advice from your finance contact before incurring charges for entertainment or events.
    • Ecology’s food chart provides some clarifying details
    • requires pre-approval
    • requires a sign-in sheet
    • Email Mica Turner to obtain the speed type
    • Do not pay out of pocket without checking in with your Sr. Accountant first on policy and process
• HR/Payroll
  • I want to hire
    • a student worker (Qualtrics)
    • a non-student, non-benefits eligible worker (Qualtrics)
    • a benefits or non-benefits eligible staff member (Qualtrics)
    • a postdoc (Qualtrics)
  • If you’ve made a decision on who you want to hire please complete the hiring proposal form (Qualtrics).
  • Other HR/Payroll related forms.
    • Summer Pay Request Form (Qualtrics) – REQUIRED of all faculty requesting summer pay; due February 1, annually
    • Temporary Hire Acknowledgement Form (pdf)
    • Comp Time Request Form (Qualtrics) – Supervisors should complete this form for employees that expect to earn comp time one week before comp time is expected to commence.
    • Request a current employee’s job description (Qualtrics) – Accepted from supervisor only.
    • UGA’s Separation or Transfer Checklists for Faculty, Staff and Students (pdf)

 

Forms – Non-Employees

• Travel
  • Non-Employee Travel Authorization Form (pdf) **May 2022**
    • This form is to document and authorize non-employee travel. Non-employees traveling on University business paid or reimbursed by UGA are subject to the same travel policies as University employees.
      • Use this form if you are a non-employee with a primary purpose of:
        • attending a conference as UGA Official Representative
        • serving as a consultant/independent contractor
        • faculty/staff/student candidate
        • family/spouse travel to accompany candidate
        • guest speaker
        • official UGA competition
        • research collaboration/participation
        • support student’s academic development
        • other (which will be described on the form)
    • Coordinate travel with the sponsoring department.
    • A list of approved travel agencies that will direct bill airfare to UGA are at the Accounts Payable website (excluding Travel Inc.).
    • Traveler may choose the agency but the department contact will make official arrangements for direct billing.
    • This form will be attached to all payment requests or expense reports related to travel.
  • UGA-OSE Non-employee Payment Request Form (pdf)

 

Forms – Other

• Building Access
  • Ecology’s Key Request Form (pdf) – $10 deposit per key issued.
  • Ecology’s Key Refund Form (Qualtrics)
• VISA Forms
  • J-1 Student Intern Intake Form (Qualtrics)
  • J-1 Scholar Intake Form (Qualtrics)
  • J-1 Extension Intake Form (Qualtrics)
  • H1B Intake Form (Qualtrics)
  • Export Control Questionnaire (Qualtrics)
• Other Various Forms
  • Hotel Reservation Form (Qualtrics)
  • Event Planning Form
    • If you are pre-approved for alcohol use you must abide by UGA’s Alcohol Use Policy.
    • If you are using UGA space you must abide by UGA’s Use of Campus Space Policy.
    • Event Exit Policy
  • Field Trip Form
  • Sponsored Projects Modification Request Form (Qualtrics)
  • Large Print Request Form (Qualtrics) – After requests are submitted by the EBO the typical turnaround time at BP+D is 5 business days.
  • FedEx Shipping Request Form (Qualtrics)
  • Surplus Transfer Form (pdf) – Use this form if you want to request the removal of unwanted furniture or other UGA-purchased items (non-consumables). There is an associated cost so all requests will be reviewed for budget which may create a delay in response.