Groups meals are meals attended by one or more UGA employees and paid for by one of the employees while traveling. In UGA Financials, the expense must be assigned to the correct employee.
To record a Group Meal, you would select the Group Travel Pd By Emp for (Non Emp or Emp) expense type then add the names of the people (UGA employees and/or non-employees) that attended the meal. Only the traveler that paid for the meal can record the expense.
Group meals are meals that are attended by one or more UGA Employees and are paid for by one of the employees. The expense must be assigned to the correct employee.
Note: Only the traveler that paid for the meal can record the expense.
In this article, you will learn how to use the Group Meals expense types when completing an expense report in the UGA Financial Management System.
First, log into the UGA Financial Management System.
Starting from the Expense Entry page within your expense report, click the Calendar icon within the Date field.
A calendar is displayed.
Select the date on which the expense was incurred.
Example shown here: December 2, 2019 .
To search through the available expense types, click the lookup magnifying glass within the Expense Type field.
The Expense Type Search pop-up box is displayed.
Select the D-Group Travel Pd By Emp option if the meal was on a domestic trip, or I-Group Travel Pd By Emp if on an international trip.
Note: For Non-Employees, select (D or I) Trav Pd By Emp For Non Emp.
Example shown here: D-Group Trav Pd By Emp For Emp link.
A brief description allows you to describe the nature of the expense to the approver who will review the expense report.
Enter appropriate information into the Description field, describing the nature of who attended and who paid.
Enter the total of the group meal into the Amount field.
Example shown here: "27.50".
Proper documentation is required for all Expense Reports. You must attach the receipt in order to justify the amount being requested.
Click the Attach Receipt button.
The Attachments pop-up window is displayed.
Click the Add Attachment button.
The File Attachment pop-up window is displayed.
Click the My Device button.
Navigate, as necessary, to the corresponding receipt.
Click the appropriate file to select.
Example shown here: the Pizza_Receipt link.
Enter an appropriate description in the field below the file name, if needed.
Example shown here: "Group Meal Receipt".
A confirmation appears indicating that the attachments have been saved. The number of attached files also displays on the Attach Receipt button.
For Group Meals, all UGA Employees must be included on the expense item.
Click the Add Additional Attendees button.
The Attendees Entry pop-up window is displayed. This screen is used to list all of the UGA employees and non-employees who attended the group meal.
Click the [+] button to add the name of a UGA employee that attended the group meal.
Employees are identified by their EmplID. Full or partial information entered in the corresponding field will return matches.
Note: For non-employees, leave the EmplID field blank and enter all the other information.
To search by an employee's name, click the lookup magnifying glass in the right of the EmplID field.
The Lookup popup window is displayed. You can search by Empl ID or Name. Employees are listed by LastName,FirstName. There is no space after the comma.
Enter appropriate information into the Name field.
Example shown here: "Hadley".
Click the Search button.
The list of matching results are displayed below the Name field.
Click the appropriate Name link.
Example shown here: Hadley,Glenn C.
The Company field is open text and allows any company name to be entered.
Using the EmplID to identify employees automatically populates "University of Georgia" in the Company field.
You will need to enter the individual amount each person spent at the meal.
Enter the amount you spent in the Amount field on the line with your name.
Example shown here: "14.50".
Continue entering all other amounts spent in the corresponding line with the name of the employee.
Example shown here: "13.00".
Continue adding UGA employees and non-employees as needed.
Once the employees and their individual meal amounts have been entered, click the Calculate button.
Once all the individual meal amounts have been calculated, check the Total Amount at the bottom of the page.
You are looking for this amount to match the Amount at the top of the page, which comes from the Expense Entry page.
Click the Done button.
When you are done, click the Save button.