Frequently Asked Questions (FAQs)

If you have access to UGAMart, a vendor search can be done by clicking the Vendor search on the left-hand side of the home screen.

If you don’t have access to UGAMart, reach out to an Admin person in the dept to assist. If you have a vendor that is in the process of registering on the UGA Suppliers list  https://suppliers.uga.edu and you want to get started on a requestion and you have a quote, you can start a requestion through the “Non-Catalog Item” selection and enter “TBD”. Once the vendors registration is completed, the company name will replace “TBD”.

Please go to the Purchasing and Payments tile to find the Supplier Registration page. You will find the information and find the link that you can send to get it set up as a vendor.

Yes, with the following guidelines:

• Water or other hydration products may be purchased if these products are required by OSHA or are necessary to prevent serious harm to an employee.
• General, Auxiliary & Sales/Service funds can be used.
• When ordering through UGAMart or Payment Request, be sure to add a comment stating, “These are safety/hydration products for department staff working in high heat conditions”.

UGA generally does not provide or reimburse employees for clothing, as it is considered a taxable fringe benefit unless specific exclusions apply, such as for safety gear (like hard hats and steel-toed boots) or specific job-required uniforms that are not suitable for general wear and remain the property of the university. Clothing with a UGA logo must be required by management, meet the IRS $75 limit for de minimis fringe benefits, and follow policy to be potentially non-taxable. 

When Clothing Expenses May Not Be Taxable:

Working Condition Fringe Benefit: 

Clothing provided by UGA is excluded from an employee’s income if it’s essential for the job, not suitable for general wear, and remains the property of the university (e.g., protective clothing, standard uniforms). 

De Minimis Fringe Benefit: 

Infrequent clothing items of nominal value (less than $75 annually) may be excluded from taxation, but these require director-level approval. 

When Clothing Reimbursement is Taxable

UGA-Branded Apparel (e.g., collared shirts, outerwear): 

If provided or reimbursed to an employee without meeting the de minimis or working condition criteria, it becomes a taxable fringe benefit. 

Personal Expenses: 

Expenses for personal items such as toiletries, luggage, and other general clothing are not reimbursable.

There are specific guidelines on food purchases.  Please refer to the Food Reference Chart to see if the purpose and the funding available allow you to be reimbursed for any purchase.  You can find that under Purchasing and Payments. 

First, your funding needs to be determined. Will you be using state funds or Foundation funds?

Using State Funds has specific guidelines you can find at this link:

Foundation funds require Dr. Deans approval and the completion and submission of an Event Approval Form.

If an employee needs immediate emergency medical care, send them to the nearest hospital. If the injury is non-life threatening, take them to the nearest in-network clinic. The Family Medical Center Clinic is the recommended clinic to see injured employees since they are familiar with University of Georgia insurance policies and will see employees without a claim number.

Below is a list of the local UGA Griffin Campus Clinics provided by Dayna Evans, UGA Workman’s Comp Representative.

• Peachtree Immediate Care – Griffin
• Piedmont Urgent Care – McDonough
• MedLife Urgent Care – McDonough
• Family Medical Center – Griffin

A leave request must first be in cancelled status to be adjusted. Afterwards, you can go to Time and Absence, view the leave request, and change your time. Instructions are in the link below.

An employee’s 81 number or badge number can be found on the back of your UGA OneCard.

You should complete the Hiring Proposal and submit it to your HR Liaison.

Yes. Information can be found on the UGA Travel Basics page below.

Yes, you can rent a vehicle but please make sure to read the Rental Car Policy.  There are specific vendors and details on how to reserve the vehicle.

Travel authorizations (TAs) are required before any out-of-state trip that takes place overnight and is more than 50 miles from the border with Georgia. If you’re unsure of the distance between your destination and the Georgia border, it’s best to submit a TA anyway.

In order to be eligible to drive a state vehicle, you must be over the age of 18, and possess a valid driver’s license. You must also complete the following trainings and forms:

• UGA Motor Vehicle Use Policy Training
• Driver Acknowledgement Form
• Motor Vehicle Records Check (if driving 3 or more days in any given week during the year)

Once these steps are completed, email a copy of your completed forms and training to fuelpin@uga.edu, along with your 81X number. They will respond with your newly activated Fuel PIN so you can use the Wex cards to fuel state vehicles.

You must scroll down and click on the blue text that says Mileage Calculation to enter your mileage.

Contact Becky Wood to reserve the Redding conference room.

Becky Wood

Administrative Associate

Business Office – Griffin
Crop & Soil Sciences
Plant Pathology

770-228-7289

rebecca.wood@uga.edu

1109 Experiment Street
Turfgrass Research and Education Center 100
Griffin, GA 30223

Submit a work order to Facilities Management Division.

In order to access campus after hours, you’ll need a OneCard. This will act as a passkey to open the gates and any other electronic doors on campus. To request a OneCard, go to https://tate.uga.edu/ugacard/ugaonecard/ and select the category that best applies to you (student, staff, affiliate, etc.). Fill out the required information – if you need assistance, contact your business manager or admin associate – and upload a photo before submitting your request. Once the request is processed, you will receive a payment link if your OneCard is not being paid for by your department. Once payment is submitted, your OneCard will be mailed to you. For specific access requests, or for those coming from Athens who already have a OneCard, please contact your business manager or administrative associate to request access be added to your OneCard; your business office personnel can also order physical keys for labs and offices for you.

Not if it is mail concerning UGA business. The postage will be added in the mail room and charged to your dept.

This question may be a department-by-department answer.

Ask the student lots of questions. Is this for a personal item? If not, what is the scientific name of the item you are shipping? If speaking to the student face-to-face is a challenge, sometimes asking them to email their questions helps prevent any language confusion. In the Melton Bldg., David Mann and I are the only ones certified by SAFTPAK and authorized by Dr. Diez to ship infectious substances and related materials. Students mustn’t bring the box to the UPS Store to have it shipped, as David and I are trained on how to properly pack it and ship it. Students must follow this as it leads to liability issues and shipping fines for the UGA if the package is flagged.

Ask the student if they followed all the steps in their onboarding email. If they say yes, ask for their my ID. If they don’t know what you’re talking about, ask them what their UGA email is.

99% of the time, they cannot complete their training in PEP because they have not followed the onboarding steps, the I-9 process, or are attempting to complete their training before their start date.