UGAF Check Writing Helpful Hints

 

FAME Request Helpful Hints 

General Information 

• Unless noted otherwise in the request comments, checks are distributed through campus mail to the vendor and address selected on the ININ request.
• Checks are processed M – Th and mailed the following business day after final approval from Expenditure Control and workflow completion notification.

Vendor Information 

• Please verify the selected vendor has the correct mailing address. If not, the updated address should be noted in the comments box when submitting the request for EC review.
• Vendors with multiple addresses can be viewed via the drop-down box in the Addr Cd field.
• A W-9 form is required to set up/update a vendor in FAME that is not an UGA employee
• W-9’s should be sent via secure files to askfsap@uga.edu referencing the check REQ # in the subject line.
• Employee vendors updates do not require W9.  Employees are setup via their campus HR address using either 810# or EmplyID to be included in the backup of the request.
• Requests to new vendors should be submitted utilizing the new vendor, vendor number (V999999).

Signatures and Approvals 

• Check Request initiators must review and approve their created requests to submit them into work flow.
• If not an approver in workflow, employees being reimbursed must attest to incurring the expense on behalf of the University. (Email or signature on backup sufficient)
• Chair holders must sign off on the use of their professorship fund (email approval sufficient).
• The Provost’s office must approve an entertainment request if the approving Academic Dean/VP attended. These requests should be delegated to Toni Rogers in the SVPAA at the Dean/VP approval level.

Scanning and Attaching Documents 

• Ensure all backup documentation is legible before attaching. Missing or illegible forms will cause a delay in processing. Recommend PDF files with size capped at 10 mb per attachment.
• Attachments cannot be deleted by users. To delete an attachment, campus must submit a ticket @ UGAFbusiness@UGA.edu with the request # and attachment name/details.

Other 

• The ININ Invoice date represents the check request date and should not be edited as it will auto populate.
• Users should press the enter key after completing the first section (Invoice #/Vendor/Total) of the ININ request to create the request in FAME.  Must press enter again after completing Invoice details and adding attachment(s) to submit the request into workflow.
• To resubmit a returned request, users should enter the current date in the Authorized Date field in the invoice details tab. (Will need to use the following day if returned twice in same day)
• Users should not use special characters (I.E &, @, %, ^, *) when entering a request.

Special Forms Required 

• Entertainment Form / Ticket Usage Form – Should include the individual’s relationship to UGA and business purpose for attending the event.  Reimbursement for spouse entertainment must meet business purposes guidelines (example – acting as a chaperone or guest spouses were in attendance).
• Non-Employee Payment Forms – Required when paying, or reimbursing, an individual who is not an UGA employee (example – reimbursing a volunteer for event expenses).
• Logo Approval – If UGA trademarks are being applied to an item (ex. t-shirts, pens, cups) a copy of the image must be attached to the check request, along with logo approval.
• Purchase Orders – Equipment or select services over $25,000 require an UGAF approved Purchase Order to be submitted with the request. PO’s must include three bids or a sole source justification and be submitted to UGAFBusiness@uga.edu for approval prior to expense.

Specific Policy Reminders 

• Request Amounts – Must equal the total of the receipts or invoices attached.  If the amounts do not match, a justification explaining the variance should be included (example – Remaining balance paid by UGA e-check # 7654321).
• Unallowable Expenditures – Include gift cards, flowers/gifts for university employees for non-business recognition, and payments to non-resident persons.
• Recognition/Gift Recipients – If plaques, trophies, or certificates are being purchased a list of recipients should be attached.
• Alcohol Policy – If alcohol is being purchased, the request must include a written statement that the UGA Alcohol Policy was followed.  This can also be confirmed on the UGAF Entertainment Reimbursement Form.
• Third Party Payments – UGAF prefers to pay vendors directly rather than reimbursements to employees.  This is done to properly follow IRS 1099MISC/NEC reporting requirements.  If an employee pays an expense that exceeds $600, this is considered a third-party payment and UGAF requires a W-9 from the original vendor.
• Sales Tax – UGAF is not exempt from Georgia sales/use tax.  All invoice and receipts should include applicable sales tax.  Out of state vendors will have USE tax added by UGAF.

 

FAME Invoice Details Helpful Hints

If paying a vendor directly, please use vendor invoice # in the Second Reference field.
If reimbursing employee, please use the transaction/event date in the Second Reference field 

Following the above hints will expedite the processing of your request!! 

Please contact us if you have further questions.
 

UGA Foundation – Expenditure Control 
Athens, GA 30602 
Phone: 706-542-7842 | askfasp@uga.edu