Starting Thursday, March 19, our offices are physically closed; however, Finance Division staff are working remotely Monday – Friday 8am – 5pm.

The best way to contact us is via email.

Our goal is to minimize disruption and maintain operations as normally as possible. Please refer to the FAQ below on core functions and activities. If you do not find the answer to your question here, please contact us so we can assist you.

Please visit this site often. This information is subject to change and will be regularly updated.

 
 
 
How to contact usdown arrow

The best way to contact Finance Division staff at this time is via email. You can select by department using the list below or use the Finance Staff Directory. If you don’t know who to contact directly, reach out to the Service Desk first and let us help direct you. onesource@uga.edu or 706-542-0202 (option 2).

Departmental listing:
Are any offices physically open? down arrow

In accordance with UGA’s operations plans, our physical offices are not open for business at this time. Instead we are working remotely Monday-Friday, 8am-5pm, to assist you with processing transactions, just as it would occur on a routine workday. Please connect with Finance Division staff via email. You can also use the secure dropbox at 424 E. Broad Street to deliver any deposits or documents which cannot be transmitted electronically. The dropbox can accommodate packages up to 8.5 x 11 inches. Please place documents in an envelope and write the name of the department or staff member on the envelope so we can securely route it to the intended party.

We realize you may have unique requests during this time to manage matters which cannot be completed electronically. Please coordinate any of these requests with the specific Finance Division department.

What if I’m expecting mail or deliveries? down arrow

Mail services will continue to pickup and deliver mail to ensure continuity of operations. At this time, we will service to those units that are requesting mail and freight deliveries. If your department requires a special mail pickup and delivery time, please call 706-425-3014 or email Susan Baxter at sbaxter@uga.edu. receive and re-deliver inbound freight to the University community. If your department requires special delivery instructions, please call 706-425-3263 or email Dwayne Weaver at ldweaver@uga.edu.

It is our desire to meet the needs of the University community. Several departments are requesting the suspension of all inbound freight and US mail. We can temporarily honor this request but will not be able to store sensitive merchandise such as perishable goods for more than a couple of days. Please contact Dwayne Weaver at ldweaver@uga.edu to discuss service and delivery options for your department.

Please review the additional information posted on Mail and Receiving Continuation of Services.

Many units have questions about UPS and FedEx parcels which are routinely delivered directly to the unit’s Athens campus buildings. Mail & Receiving Services has coordinated with UPS and FedEx to establish operating guidelines for these deliveries. down arrow
  1. UPS and FedEx will re-route the parcel to Mail & Receiving Services after the first delivery attempt if a building has a closed notification posted on the door of the building.
  2. UPS and FedEx will attempt a delivery three (3) times if a building does not have a closed notification posted on the door. There is an exception for perishable goods. They will only attempt to deliver perishable goods once and then re-route to Mail & Receiving Services after the first delivery attempt.
Will payroll continue to be processed during this period? down arrow

Payroll will continue to be processed. UGA Payroll will distribute instructions to payroll representatives. If you have specific questions about payroll processing during this time, please see staff names and emails on the Contact Us Payroll page.

Will UGA departments be able to order items through UGAmart? down arrow

Yes. UGA departments should continue to use UGAmart to submit purchase requisitions. They will route as normal to your departmental approver and then to UGA Procurement. UGA Procurement staff are working remotely to continue processing purchase orders, changes orders, and to the extent possible, maintain the normal course of business. Departments should consider any delivery logistics before ordering items. Procurement staff and Mail & Receiving staff are available to help you with these logistics. If you have specific purchasing questions during this time, please see staff names and emails on the Contact Us Procurement page.

How should purchasing, delivery and expenditures for employees working remotely be handled? down arrow

We’ve compiled a set of frequently asked questions around purchasing, shipping and recording expenditures related to supporting employees who are working remotely.

Can UGA purchasing cards be used to order items? down arrow

Yes. UGA purchasing cards can continue to be used. Follow regular operating procedures regarding when and how purchasing cards can be used. UGA Procurement staff are working remotely to maintain the normal course of business. Departments should consider any delivery logistics before orderings items. Procurement staff and Mail & Receiving staff are available to help you with these logistics. If you have specific purchasing questions during this time, please see staff names and emails on the Contact Us Procurement page.

What should I do if my pcard limits are not sufficient to meet purchasing needs that I cannot handle via an alternate method? down arrow

Please have your Approver 1 (this is typically someone in the cardholder’s supervisory chain) submit an email request to place your card in an “emergency profile” to: stephens@uga.edu, dcowart@uga.edu and amevans@uga.edu. Please include a brief description of the circumstances necessitating this action. The cardholder and Approver 1 will receive an email verifying when the change has occurred. State Purchasing Division (SPD) has notified UGA that cards in an “emergency profile” will not need pre-approval for emergency purchases; however if the transaction is for routine items SPD is still expecting pre-approval; please follow those normal procedures.

Will employee reimbursements for travel or other expenses be paid during this period? down arrow

Yes. Staff in Accounts Payable will continue to process expense reports that have been approved by departments. Please continue to submit your expense reports in the UGA Financial Management System. They will route as normal to your departmental approvers and then to Accounts Payable for payment. You may want to review the special Guidence on Travel Planning and Cancellations If you have specific payment questions during this time, please see staff names and emails on the Contact Us Accounts Payable page.

What should I do if UGA equipment (computers, etc.) is needed off-site to support remote work environments? down arrow

UGA equipment and other devices are allowed to be used at remote locations to support UGA operations. The policy and procedures for using UGA equipment at non-UGA locations can be found in the Finance & Administration Policy Library. A tutorial for recording inventoried assets as off-site in UGA Financial Management can be found in the OneSource Training Library. Please contact Asset Management with questions regarding the procedures or if your unit needs assistance in updating the asset status in UGA Financial Management. For questions related to all-risk insurance for equipment, please contact Insurance & Claims Management.

Will vendors continue to be paid during this period? down arrow

Yes. Staff in Accounts Payable will continue to process invoices for payments that have been approved by departments. Please continue to submit payment requests in the UGA Financial Management System. They will route as normal to your departmental approvers and then to Accounts Payable for payment.

If you have specific payment related questions during this time, please see staff names, emails, and job responsibilities on the Contact Us Accounts Payable page.

Staff members will also be processing UGAmart PO payments during this time. Please submit questions via the Comments feature within UGAmart. Accounts Payable Staff UGAmart assignments are available at https://busfin.uga.edu/procurement/pdf/UGAmart_AP_Contact_list.pdf.

I have a vendor who has contacted me about payment, but I do not have access to my department’s mail in order to receive the invoice and submit it for payment. What should I do? down arrow

Please ask the vendor to email you a copy of the invoice. If paying by payment request, you can log into the UGA Financial Management System and initiate a payment request with the invoice as an attachment. If the outstanding invoice is regarding a UGAmart purchase order payment, please email the invoice to the appropriate Accounts Payable staff member for processing. Staff names, email addresses, and vendor assignments are on the Accounts Payable website under Contact Us.

Will Student Accounts be able to disburse financial aid or refunds to students during this time? down arrow

Yes. Staff in Student Account Services will continue to process refunds to students. If you have specific questions please email stuacct@uga.edu or see list of department contacts at https://busfin.uga.edu/bursar/bursar_contact_us/. Staff will be monitoring email throughout the day.

Will Bursar & Treasury Services still be able to make deposits on behalf of the University? down arrow

Bursar & Treasury Services will continue to process deposits. UGA departments can use the secure dropbox at 424 E. Broad Street. The dropbox can accommodate packages up to 8.5 x 11 inches. Please include your Web Departmental Deposit inside each envelope.

As of March 24th , cash/check deposits will be processed on Wednesdays until further notice. Deposits placed in the drop box prior to Wednesday of each week should post to your departmental account by Thursday of that week. If your unit has credit card/ACH deposits or ELEC (ACH/WIRE/LOC) deposits, these will be processed daily and should post to departmental accounts within 1-2 days.

TouchNet can be accessed at any time to record your deposit using the link from the Bursar & Treasury Services website under Cash Management. Remember, the status of your deposit can be checked in TouchNet; please visit the training library for more guidance on viewing deposit status. Departments can still request deposit detail codes during this time. If you have specific questions on this topic, please email Kim Seabolt seaboltk@uga.edu or amybrown@uga.edu.

Will Accounts Receivable be available to assist university units? down arrow

Yes. Staff in the Accounts Receivable will be available to assist university units. Please contact acctrec@uga.edu or email staff member directly. See list of department contacts at https://busfin.uga.edu/bursar/bursar_contact_us/.

Can UGA departments continue to accept credit cards during this time? down arrow

Yes. Staff in the Bursar’s Office will continue to support the credit card activity across the University of Georgia. If you have specific questions on this topic, please email Kim Seabolt seaboltk@uga.edu or Lauren Hofman at hofmannl@uga.edu.

Will the University Budget Office be available for questions related to the Budget Management System and general budget related questions? down arrow

Yes. The University Budget Office will be available to address all budgetary questions. We recommend that all questions be submitted via email to budgets@uga.edu. This email is monitored by our staff and all inquiries will be addressed in a timely manner. You can also refer to the Contact Us page on our website.

Is the service desk still open to assist me? down arrow

Yes. The service desk is open from 8a.m. – 5p.m., Monday – Friday. We recommend that all questions be submitted via email to onesource@uga.edu or submitted via ticket, or you may leave a voicemail.