Have questions about UGA grants, financial processes, or campus info? Ask our AI Research Assistant for fast, reliable guidance.
Below are some frequently asked questions sorted by category. If none of these answer your question, feel free to reach out to us.
Purchasing and Procurement
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.
Yes. An invoice for the deposit amount must accompany the quote for the total amount. Please see the link below for policy and procedure.
Human Resources
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 81x (810/811) 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.
Travel
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.
Miscellaneous
Contact Becky Wood to reserve the Redding conference room.
Becky Wood
Administrative Associate
Business Office – Griffin
Crop & Soil Sciences
Plant Pathology
1109 Experiment Street
Turfgrass Research and Education Center 100
Griffin, GA 30223
Contact one of the FST/CFS admins below to reserve the Melton conference room.
Donna W. Brown
Business Manager
Business Office – Griffin
Center for Food Safety
Food Product Innovation & Commercialization Center
Food Science & Technology
1109 Experiment Street
Melton Building 198
Griffin, GA 30223
D. Lynn Maynard
Senior Accountant
Business Office – Griffin
Center for Food Safety
Food Product Innovation & Commercialization Center
Food Science & Technology
1109 Experiment Street
Melton Building 192
Griffin, GA 30223
Melissa Slaughter
Administrative Assistant
Business Office – Griffin
Center for Food Safety
Food Product Innovation & Commercialization Center
Food Science & Technology
1109 Experiment Street
Melton Building 188
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 is a department-by-department answer. Please get in touch with your department’s administrative staff to arrange shipment of samples Monday-Wednesday for faster processing and to prevent degradation. Never ship a biological substance from UGA to another location without consulting the administrative staff to ensure the substance is packed correctly.
UGA personnel traveling domestically or internationally and planning on preparing and offering a Dangerous Goods / Hazardous Materials package for shipment back to UGA are required to take an approved online Department of Transportation (DOT) or International Air Transport Association (IATA) training course. Please contact ESD at (706) 542-5801 or hazmat@uga.edu for additional information and assistance prior to traveling