"*" indicates required fields LinkedInThis field is for validation purposes and should be left unchanged. Meal & Entertainment Payment Request This form is required to be submitted in UGAF@Work for vendor payments and reimbursements to individuals for all meal and entertainment payment requests. Approvals must be kept on file at the department level and made available to the Foundation upon request. Please see the Meal, Entertainment, and Alcohol Policy for additional information and required documentation. Payee InformationPayee Type*Select Payee TypeSupplier/VendorUniversity EmployeeSupplier/Vendor Name*UGAF Assigned Payee Vendor NumberThe UGAF Assigned Payee Vendor Number is generated by starting transaction in UGAF@Work. New vendors not in the UGAF database should be setup prior to submission of payment request.Employee (Payee) Name*Employee Email*Use Your ude.agu@DIyM Email Are You Submitting This Form For Yourself?*SelectYesNoSubmitter Name*Submitter Email* Amount to be Paid/Reimbursed*UGAF@Work Supplier Request NumberEntering the UGAF@Work Supplier Request Number is optional. To generate this number, navigate to UGAF@Work and start a transaction. Your Email Address*Enter your email address to receive a copy of your PDF upon submission. Funding SourceSource of Funding*Select Funding SourceGiftUnrestricted BudgetGift NameGift NumberUnrestricted Budget NameUnrestricted Budget NumberCost CenterSelect Cost Center10900 For historical balancesA00 AccountingAAEC Agricultural and Applied EconomicsAAS Academic Advising ServicesACCT J.M. Tull School of AccountingADM Office of Undergraduate AdmissionsADPR Advertising and Public RelationsADSC Animal and Dairy ScienceAFAM Institute for African American StudiesAFROTC Air Force ROTCAFST African Studies InstituteAG Annual GivingAGENT UGA Athletics AgentAGIV Annual GivingALEC Agriculture Leadership, Education, and CommunicationALUM AlumniANTH AnthropologyAROTC Army ROTCARPA Archway PartnershipARTI Institute for Artificial IntelligenceARTS Lamar Dodd School of ArtATHL AthleticsAUUGA AU/UGA Medical PartnershipBCMB Biochemistry and Molecular BiologyBHSI Biomedical and Health Science InstituteBINF Institute of BioinformaticsBIOL Biological SciencesCABER Center for Autism and Behavioral Education ResearchCAED Center for Agribusiness and Economic DevelopmentCAES College of Agricultural and Environmental SciencesCAESCES CAES - Cooperative Extension ServicesCAESI CAES - InstructionCAIS Center for Applied Isotope StudiesCANC Cancer CenterCARMI Carmical Sports Media InstituteCBAI Center for Business Analytics and InsightCBIO Cellular BiologyCCQC Center for Computational ChemistryCCRC Complex Carbohydrate Research CenterCCTR Career CenterCDD UGA Center for Drug DiscoveryCED College of Environment and DesignCFFS Center for Food SafetyCFR Center for Family ResearchCFUA Georgia Center for Urban AgricultureCHDS Counseling and Human Development ServicesCHEM ChemistryCIS Career and Information StudiesCITS Center for International Trade and SecurityCJMC Grady College of Journalism and Mass CommunicationsCLAS ClassicsCLASE Center for Latino Achievement and Success in EducationCMBE Chemical, Materials, and Biomedical EngineeringCMLT Comparative LiteratureCMM Center for Molecular MedicineCOE Mary Frances Early College of EducationCOLREL College RelationsCOMM Communication StudiesCON Contra AccountsCOXC Cox Center for International Mass Communication Training & ResearchCPH College of Public HealthCRSS Crop and Soil SciencesCSCI Computer ScienceCSSE Communication Sciences and Special EducationCTEGD Center for Tropical and Emerging Global DiseasesCTL Center for Teaching and LearningCVI Center for Vaccines and ImmunologyCVIOG Carl Vinson Institute of GovernmentCVMPOH CVM Precision One HealthD00 DeferredDAE Division of Academic EnhancementDANC DanceDAR Development and Alumni RelationsDARCOMM DAR CommunicationsDARFHR DAR Finance and HRDARFR DAR Foundation RelationsDARIFP Industry and Foundation PartnershipsDARIT Information TechnologyDARTM DAR Talent ManagementDCAP Clinical and Administrative PharmacyDEXP Division of Experience ProgramsDHR Human ResourcesDISUI Diversity and Inclusion and Strategic University InitiativesDONOR Donor RelationsDOS Dean of StudentsDPBS Pharmaceutical and Biomedical SciencesDRC Disability Resource CenterECAM Environmental, Civil, Agricultural, and Mechanical EngineeringECOL Odum School of EcologyECON EconomicsEHSC Environmental Health ScienceEITS Enterprise Information Technology ServicesELCE Electrical and Computer EngineeringELS Engagement Leadership & ServiceEMBA Executive MBAEMST Entertainment and Media StudiesENGL EnglishENGR College of EngineeringENTO EntomologyENTR EntrepreneurshipEOO Equal Opportunity OfficeEPBI Epidemiology and BiostatisticsEPD Emergency PreparednessEPSY Educational PsychologyETAP Educational Theory and PracticeF00 Faculty SupportFACS College of Family and Consumer SciencesFANR Warnell School of Forestry and Natural ResourcesFCAS Franklin College of Arts and SciencesFDNS Nutritional SciencesFDST Food Science and TechnologyFILD J.W. Fanning Institute for Leadership DevelopmentFINA FinanceFMBA Full-Time MBAFMDSDADM FMD Sr. Dir AdminFMDSDSVCS FMD Sr. Director ServicesFPHCE Financial Planning, Housing, and Consumer EconomicsGCCE UGA Center for Continuing Education and HotelGEM Georgia Electron MicroscopyGENE GeneticsGEOG GeographyGEOL GeologyGEP GEPGHI Global Health InstituteGIFT UGAF Revenue OperationsGLO Greek LifeGLOBIS Center for the Study of Global IssuesGMOA Georgia Museum of ArtGOLF University Golf CourseGOV Government RelationsGRAD Graduate SchoolGRIF CAES Griffin CampusGRMN Germanic and Slavic LanguagesH00 HoldingHDFS Human Development and Family ScienceHIST HistoryHOLD PlaceholderHON Morehead Honors CollegeHORT HorticultureHPAM Health Policy and ManagementHPBR Health Promotion and BehaviorHSNG University HousingI00 InvestmentIAD Internal Auditing DivisionIBR Owens Institute for Behavioral ResearchIDIS Infectious DiseasesIDM Institute of Disaster ManagementIHDD Institute for Human Development and DisabilityIHE Institute of Higher EducationILAD Leadership AdvancementILSRE Insurance, Legal Studies, and Real EstateINTL International AffairsINVEST UGAF InvestmentsIOG Institute of GerontologyISAKC Isakson Center for Neurological Disease ResearchISL International Student LifeJOUR JournalismKINS KinesiologyLACS Latin American and Caribbean Studies InstituteLAMS Large Animal MedicineLAW School of LawLEAP Lifelong Education, Administration, and PolicyLegal Legal Affairs/General CounselLGBTRC LGBT Resource CenterLGIVE Leadership GivingLIB University LibrariesLING LinguisticsLLED Language and Literacy EducationMARK MarketingMARS Marine SciencesMATH MathematicsMBUS Music BusinessMEGSG Marine Extension and Georgia Sea GrantMGMT ManagementMIBO MicrobiologyMIST Management Information SystemsMSE Mathematics and Science EducationMSP Multicultural Services and ProgramsMUSI Hugh Hodgson School of MusicNAMS Institute of Native American StudiesNMI New Materials InstituteNMIX New Media InstituteNURS School of NursingOBE Office of Business EngagementODEV Office of DevelopmentOGE Office of Global EngagementOR Office of ResearchOSC Student ConductOSFA Office of Student Financial AidOSL Office of Service LearningOVPI Vice President for InstructionPAC Performing Arts CenterPADP Public Admin and PolicyPATH Plant PathologyPBGG Institute for Plant Breeding, Genetics, GenomicsPBIO Plant BiologyPDRC Poultry Diagnostic and Research CenterPGDEV DAR Principal Gift DevelopmentPGIVE Parent GivingPHAR College of PharmacyPHIL PhilosophyPHYS Physics and AstronomyPMBA Professional MBAPOLS Political SciencePOPH Population Health - Food AnimalPOUL Poultry SciencePres PresidentPROPS UGAF Property OperationsPSO Public Service and OutreachPSYC PsychologyRCLD Regents Center for Learning DisordersREC Recreational SportsREGDEV Regional DevelopmentRELI ReligionROML Romance LanguagesRPM Research & Prospect ManagementS00 Charter ScholarshipsS01 Ga Access ScholarshipsS02 For Georgia For GenerationsS03 National Merit ScholarshipsSACT Engagement, Leadership and ServiceSAMS Small Animal Medicine and SurgerySBDC Small Business Development CenterSBGG State Botanical Garden of GeorgiaSBP Program Endowment To BudgetSBU Unrestricted ReserveSBW Washington Budget SupportSCEG Selig Center for Economic GrowthSCO ScoSCWDS Southeastern Cooperative Wildlife Disease StudySKID Skidaway Institute of OceanographySOCI SociologySOM School of MedicineSPEV DAR Special EventsSPIA School of Public and International AffairsSREL Savannah River Ecology LaboratorySTAT StatisticsSTRATPRO Office of Strategic ProgrammingSVRC Student Veteran Resource CenterSW School of Social WorkTCCTD Torrance Center for Creativity and Talent DevelopmentTCOB Terry College of BusinessTHEA Theatre and Film StudiesTIFT CAES Tifton CampusTMI Textiles, Merchandising, and InteriorsTRUST UGAF Trustee AdministrationU00 UnrestrictedUGAF UGA FoundationUGAMI University of Georgia Marine InstituteUGARI UGA Research InstituteUHC University Health CenterVBDI Biosciences and Diagnostic ImagingVETMED College of Veterinary MedicineVPAA Sr. Vice President for Academic AffairsVPAT PathologyVPDAR VP Development & Alumni RelationsVPFA Finance and AdministrationVPHY Physiology and PharmacologyVPMC Marketing and CommunicationsVPSA Student AffairsWCHA Willson Center for the Humanities and ArtsWGWIN Gwinnett CampusWMST Institute for Women's StudiesWSP Washington Semester ProgramFunctional ExpenseSelect Functional ExpenseAlumniFacilitiesFaculty and Staff SupportFundraisingGeneral and AdministrativeGeneral College SupportResearchStudent Financial AidFundSelect FundFD600 Deferred OperatingFD130 Unrestricted Quasi-Endowed OperatingFD140 Unrestricted Non-Endowed OperatingFD120 Unrestricted Endowed OperatingFD300 Quasi-Endowed OperatingFD100 Unrestricted OperatingFD400 Non-Endowed OperatingFD200 Endowed OperatingProgramSelect ProgramPG001 UGAF OperationsPG002 Fundraising & Donor StewardshipPG003 Facilities & MaintenancePG004 ScholarshipPG005 Endowment FeesPG006 General Academic SupportPG007 Athletic SupportPG008 Investment FeesPG009 UGA Institutional SupportPG010 UGA InstructionPG011 UGA ResearchPG012 Community OutreachPG013 Student Services & SupportPG014 Auxiliary ServicesPG015 FellowshipEvent DetailsEvent Type*Select an event type to view definitions.Select Event TypeEmployee Business Meeting - BreakfastEmployee Business Meeting - LunchEmployee Business Meeting - DinnerBusiness Entertainment - Meal or Meal and AlcoholBusiness Entertainment - Alcohol and/or Non-Meal FoodBusiness Entertainment - Employee Team BuildingEvent/Function - Fundraising/Alumni/Registration/Ticketed Events Employee Business Meeting An Employee Business Meeting is typically conducted during normal UGA business hours and is generally limited to UGA employees. The primary purpose of the meeting must be to conduct University business. Meals, non-alcoholic beverages, and/or snacks may be included. Alcohol cannot be served or consumed. An attendee list and agenda are required. Expenditures are subject to spending limits set forth in UGAF Policy. Business Entertainment Business Entertainment includes meals and entertainment that may involve one or more individuals external to UGA, such as donors, prospects, or prospective employees, for the purpose of conducting University business. These expenses are specifically intended to build or maintain a business relationship with identifiable individuals. Meals and entertainment involving only UGA employees where the primary purpose is camaraderie, team building, or boosting morale are also considered Business Entertainment. Alcohol is permitted to be served and consumed. An attendee list is required. An agenda is not required. Expenditures are subject to spending limits and approvals set forth in UGAF Policy. Important Note Business Entertainment for employee camaraderie, team building, and boosting morale requires written pre-approval, prior to the date of the event, from the Dean, Vice President, Director, or their designee. Event / Function An Event or Function is a planned gathering that may include a meal and/or entertainment and is intended for a broader audience. It typically involves individuals external to UGA, such as donors, prospects, or alumni, for the purpose of conducting University business. An Event is typically recurring and includes a preplanned budget. Alcohol is permitted to be served and consumed. An attendee list must be provided. If a confirmed attendee list is not available, an invitation list may be submitted in its place. An agenda is generally required, except for fundraising, alumni, and ticketed events. Date Meeting, Entertainment, or Event Occurred* MM slash DD slash YYYY Location*University Related Business Purpose*Check here if a Dean or academic Vice President was a participant and is an approver for the related governing fund. Check here if a Dean or academic Vice President was a participant and is an approver for the related governing fund. Important: For entertainment expenses incurred when a Dean or academic Vice President was a participant and is an approver for the related governing fund, please route requests through the Senior Vice President for Academic Affairs/Provost for approval. Attendee InformationPlease Indicate How You Will Provide Your Attendance List*If your event type requires an attendance list, you may either enter the attendee names and relationship to the University on this form, or select the option below to indicate that the attendance list will be attached in UGAF@Work.Select List OptionGenerate List OnlineUpload List as Attachment In WorkdayNumber of Attendees*Please enter a number greater than or equal to 0.Attendance List*Filling out the "Number of Attendees" field will autogenerate list rows.Names, Categories, Defined GroupRelationship to University Add RemoveExpense DetailsFood & Non-Alcoholic Beverages*Percent of Food and AlcoholNon-meal Food (e.g. appetizers) & Non-Alcoholic Beverages*This field is hidden when viewing the formPercent of Food and AlcoholAlcohol*Percent of Food and Alcohol ! Alcohol exceeds 30% of Food & Alcohol. Please see below for additional instructions. Food and Alcohol Subtotal ! Food and Alcohol total exceeds $75.00. Please see below for additional instructions. Fees* (e.g.; fees for servers, room usage fees)Tax*Subtotal for Gratuity CalculationGratuity*Percent of Food, Alcohol, Fees, and Tax ! Gratuity Exceeds 25% of Food, Alcohol, Fees, and Taxes. Please see below for additional instructions. Total Expended Per Person ! Expenditure exceeds $75.00 per person. Please see below for additional instructions. Total ExpendedAlcohol ExceptionThe amount spent on alcohol exceeds 30% of the subtotal for food and alcohol. In accordance with UGAF policy, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted with the reimbursement or payment request.Gratuity ExceptionThe general guideline for gratuity is 20% of the subtotal for food, alcohol, fees, and taxes. If the gratuity exceeds 25%, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted with the reimbursement or payment request, if applicable.Business Meeting ExceptionThe spending limits for Employee Business Meetings that include meals are $25 per person for breakfast, $40 per person for lunch, and $70 per person for dinner, inclusive of taxes, gratuities, and applicable fees. If these limits are exceeded, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted with the reimbursement or payment request.Business Entertainment ExceptionThe spending limit for Business Entertainment Meals is $75.00 per person, inclusive of taxes, gratuities, and applicable fees. In accordance with UGAF policy, reimbursement or payment requests must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted with the reimbursement or payment request.Business Entertainment ExceptionThe spending limit for Business Entertainment Meetings with Drinks only/Drinks with non-meal items is $75.00 for food and alcohol. If this limit is exceeded, the reimbursement or payment request must be approved by the applicable Dean, Vice President, or Director. This approval authority may not be delegated. Documentation evidencing the required approval must be submitted with the reimbursement or payment request.Attestation(s)Employee Business Entertainment/Team BuildingEmployee Business Entertainment/Team Building Attestation* I attest that the documentation and approvals required under the UGAF Meals, Entertainment, and Alcohol Policy have been obtained and will be retained on file for audit purposes. Please have a UGA Foundation representative contact me regarding this submission. Was Alcohol Served?*SelectYesNoAlcohol Service Guidelines AttestationWhen alcohol is purchased/provided for an Event/Function, the Foundation requires compliance with the guidelines set forth in UGA Policy 01.07.004 (the “UGA Event Alcohol Guidelines”). When requesting a reimbursement for expenditures that include alcohol for an Event/Function, the requestor must attest that the UGA Event Alcohol Guidelines were followed.Alcohol Attestation* I attest that the UGA Alcohol Guidelines were followed. This field is hidden when viewing the formBreakfastThis field is hidden when viewing the formLunchThis field is hidden when viewing the formDinnerThis field is hidden when viewing the formBreakfast bus entertainmentThis field is hidden when viewing the formLunch bus entertainmentThis field is hidden when viewing the formDinner bus entertainmentThis field is hidden when viewing the formdrinks onlyThis field is hidden when viewing the formTotal Per Person*
Meal & Entertainment Payment Request This form is required to be submitted in UGAF@Work for vendor payments and reimbursements to individuals for all meal and entertainment payment requests. Approvals must be kept on file at the department level and made available to the Foundation upon request. Please see the Meal, Entertainment, and Alcohol Policy for additional information and required documentation.
Employee Business Meeting An Employee Business Meeting is typically conducted during normal UGA business hours and is generally limited to UGA employees. The primary purpose of the meeting must be to conduct University business. Meals, non-alcoholic beverages, and/or snacks may be included. Alcohol cannot be served or consumed. An attendee list and agenda are required. Expenditures are subject to spending limits set forth in UGAF Policy.
Business Entertainment Business Entertainment includes meals and entertainment that may involve one or more individuals external to UGA, such as donors, prospects, or prospective employees, for the purpose of conducting University business. These expenses are specifically intended to build or maintain a business relationship with identifiable individuals. Meals and entertainment involving only UGA employees where the primary purpose is camaraderie, team building, or boosting morale are also considered Business Entertainment. Alcohol is permitted to be served and consumed. An attendee list is required. An agenda is not required. Expenditures are subject to spending limits and approvals set forth in UGAF Policy. Important Note Business Entertainment for employee camaraderie, team building, and boosting morale requires written pre-approval, prior to the date of the event, from the Dean, Vice President, Director, or their designee.
Event / Function An Event or Function is a planned gathering that may include a meal and/or entertainment and is intended for a broader audience. It typically involves individuals external to UGA, such as donors, prospects, or alumni, for the purpose of conducting University business. An Event is typically recurring and includes a preplanned budget. Alcohol is permitted to be served and consumed. An attendee list must be provided. If a confirmed attendee list is not available, an invitation list may be submitted in its place. An agenda is generally required, except for fundraising, alumni, and ticketed events.
