P-Card Update

HB 1113 Update

Food and Alcohol Policy

UNIVERSITY OF GEORGIAUNIVERSITY OF GEORGIA

- BAAF PLANNING - BAAF PLANNING GROUPGROUP

October 01, 2008

279 cards cancelled since June 15th

Net decrease of 157 cards

Approximately a 10% decline

P-Card Update

Detailed Transaction Log

Decrease in Card Usage

Confusion of Rules, Especially with the Food Policy

Communication Challenges

P-Card Update

Increased Oversight of Transactions

Increased Awareness of Accountability Issues

Decrease in Unintentional Personal Purchases

P-Card Update - Good News!

Five (5) Cases of Unintentional P-Card Use

Reported to the Board of Regents -Office of Internal Audit

Received Acknowledgement and “Thanks”

No Additional HB 1113 Issues to Date

House Bill (HB) 1113

Purchasing Food & AlcoholPurchasing Food & Alcohol

• UGA policy in conformity with Board of Regents policy

• Clarifies instances when food may be purchased for consumption by students, potential students, volunteers and employees using institutional funds

• Food includes meals, beverages, snacks, etc. but specifically excludes alcohol as an allowable food expense

OVERVIEW OF POLICY

Meal Maximum Allowable Expense*Breakfast $6Lunch $7Dinner $15

*As stated in the Board of Regents Business Procedures Manual "19.8 Purchasing Food Using Institutional Funds"

PER DIEM LIMITS – INSTITUTIONAL FUNDS

Requirements:1. Meals held to facilitate the effective and

efficient operation of the departments involved2. Meeting must last at least four (4) hours3. Meals held at the start/end of a meeting are not

eligible for payment4. Meals only (no snacks)

Prior approval by Dean/Vice President Employee Group Meals Form (

www.busfin.uga.edu/forms/group_meals.pdf )

EMPLOYEE GROUP MEALS

PURCHASING ALCOHOL

• Resale in the normal course of business only i.e. Auxiliary Units and the Georgia Center

• Conference/Workshops Cash Bar Registration fees may be used to pay

for bartending services and set up fees

• Sponsored accounts - Contact Contracts and Grants directly

1. Original/Scanned Itemized Receipts

2. Documentation to show that per diem limits were followed

3. Business purpose

4. Adequate documentation associated with the event i.e. flyer, email, agenda to substantiate that the event was an

official event

5. A list of participants and relationship to UGA if food purchased at a restaurant or on a per person basis

6. Non-catered food (i.e. items from grocery store) require written justification

REQUIRED DOCUMENTATION

Accounts Payable (706) 542 – 2786

Susan Manthey(706) 542-6370 or smanthey@uga.edu

“Purchasing Food & Business Related Entertainment Policy”

http://askuga.uga.edu/default.asp?id=1691&Lang=1&SID

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QUESTIONS?

ADDITIONAL DETAILSFOOD AND ALCOHOL POLICY

The “Purchasing Food & Business Related Entertainment” policy does not address the following areas:

1.Food purchased by the ARCH Foundation or the UGA Foundation2.Food for resale

Auxiliary Units and the Georgia Center only

3.Provisions for purchasing food for employees on travel status

Employees must follow state travel policy

4.Food purchased for Prospective Employees Expenditures must comply with Non-Employee Travel Policy

5.Food purchased by outside organizations for employees Employees must comply with provisions of the Gratuity Policy

SCOPE OF POLICY

UGA units that host and coordinate conferences and workshops and collect registration fees may use these funds to purchase food for meals and breaks which are an official and integral component of the conference or workshop

“supplies” necessary for the event

In general, departments should contract with a caterer

Non-catered food (i.e. items from grocery store) - written justification

CONFERENCES & WORKSHOPS

Allowable Food Purchases - Students

Sanctioned Student EventsEvents sponsored by recognized student groups and other campus events open to the general student body and designed to further the development and education of students

Student RecruitingPotential students and their parents/guardians may be provided food at an event designed to encourage the student to attend the institution

Food purchased based on Organizational Mission Must be integral and necessary to the

department’s organizational mission “supplies” i.e. concessions for Legion pool, food for children at

the McPhaul daycare center or kids at 4-H camps

SafetyWater or other hydration products may be

purchased insofar as these products are required by OSHA or are necessary to prevent serious harm to an employee

Allowable Food Purchases

Classroom and Academic ProgramsFood may be purchased in those instances where food is an integral part of the instructional methodologyi.e. Food Appreciation or Cooking Class, Foods & Nutrition Course

Volunteer EventsFood may be purchased for volunteers if these individuals provide benefits to the institution without receiving compensation “quid pro quo”Food purchased in connection with volunteer recognition or appreciation events may not be paid from institutional funds

Allowable Food Purchases

Academic Programs, Student Events, and Educational or Business Meetings Involving Predominantly Non-Employees When conducting a program, event or meeting involving predominantly non-employees where attendance by the employee is essential and in furtherance of an official institutional program, and the meal is an integral part of the meeting, an employee can partake in the meal and be reimbursed for his or her actual meal cost up to the per diem limits established in BPM Section 4.3.

Allowable Food Purchases for Employees