To establish the circumstances under which an advance payment may be made to a vendor.
In general, the University does not remit payment to a vendor until goods have been received or services have been provided. Advance payments are generally not allowed except when it is mandatory in order to obtain the goods or services and no alternatives are available. If advanced payment is required under the terms of the purchase, the UGAmart requisition must be accompanied by either an invoice, an order form from the vendor, or other price supporting documentation. When prepayment is required, the end user should indicate this requirement in the UGAmart internal notes area, and the resulting purchase order will include the pre-payment instruction.
Depending on the nature of the procurement, UGA Procurement Office may contact the end user department to ensure they understand the business risks associated with the prepayment and ask for written confirmation that the department is willing to assume these risks. Additionally, if a restricted or sponsored account is involved, Sponsored Programs Post Award Accounting must approve the advance payment.
The following are examples of previously approved prepayments:
Accounts Payable: 706-542-2786
Sponsored Programs Post Award Accounting: 706-227-5389
Responsible University Senior Administrator: Vice President for Finance & Administration
Responsible University Administrator: Procurement Officer
Policy Owner: Procurement
Policy Contact: Annette Evans
Phone Number: 706-542-2361
Responsibilities: It is the responsibility of the business manager of the end using department to justify the need for an advance payment and approve such payment. Additional approval is required from Sponsored Programs Post Award Accounting if a sponsored/restricted account is involved.