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Employee ID Cards

  • Last Updated: 06/22/2016
  • Effective Date:

Policy Statement
University ID cards are frequently required for building access via a security system, to be worn as identification badges, or for other University purposes. The employing unit may determine whether or not to use University funds to pay for ID cards for employees, both for the original card and for any replacement cards.
Reason for policy
The purpose of this policy is to define the allowable methods of paying for employee ID cards using University funds.
Employees should contact their department’s business office to learn whether or not their department will pay for employee ID cards. Department personnel should contact the UGA Card office to have the payments processed via an intra-university charge within the eTicket system. With proper departmental approvals an employee can be reimbursed for the purchase of an ID card via the electronic check request system. A receipt should be attached to the check request to verify payment was remitted.
Additional contacts

UGA Card Office

Phone Number: (706) 542-9226


Responsible University Senior Administrator: Vice President for Finance & Administration

Responsible University Administrator: Associate Vice President & Controller

Policy Owner:Accounts Payable

Policy Contact: Sarah Garner

Phone Number: (706) 542-2786

Record Retention

Research Grant Records
Number 0472-09-006
These records relate to funded research grant proposals and research activity associated with grant funded projects.  Examples of records include:  supporting statistics, demographic data, draft proposals, suggested revisions, final proposals, forms, protocols, applications, research/activity reports, progress reports, and summary reports.
Retention:  Final research report is permanent.  All other records:  7 years after the end of the grant period.


Accounting Records
Number 0472-03-001
This series includes bank statements, purchase requests, purchase orders, requisitions, financial reports, accounts payable and receivable records, write-off records, discrepancy, payment schedules, operating statements, year-end projections, reconciliation and expenditure reports, cancelled checks, check stubs, moving expense records, cost accounting reports, refund/disbursement request records, returned checks, deposit slips, travel records, credit voucher requistion records, cash balances and reconciliations, sales and cash reconciliation records, journal entries, outstanding obligations, refund/disbursement requests, receipts and invoices.
Retention:  Monthly and quarterly reports:  1 year.  All other records:  5 years.