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Conferences

    • Last Updated: 06/17/2016
    • Effective Date:

    Policy Statement
    Conferences may either be a competitive purchase or may be considered a sole source depending on the circumstances. If a conference has sufficient justification to be considered a sole source, the sponsoring University department must provide proper documentation to the Procurement Office justifying the reason(s) for the sole source procurement.
    Reason for policy
    To provide guidance as to how University departments may procure services related to UGA hosted conferences.
    Procedures

    1)  Departments that are scheduling a conference should receive a contract from the vendor. This contract should be provided to Procurement for review prior to any signatures being returned to the vendor.   

    2)    Upon review of this contract, Procurement may ask for further clarification so the best purchasing/payment method may be utilized. Once this determination has been made, Procurement will advise the department of the purchasing methods that will be allowed and what documentation is needed, if any.  After complying with purchasing method requirements and finalizing any adjustments to the contract, Procurement will sign the contract and return it to the department for transmittal to the vendor.

    3)    The approved method of purchase will be check request, purchase request, or direct bill.  (The check request method is only relevant for events under $10,000 and only when no outside catering is involved.) 

    The method of purchase will be determined by the total cost of the event and its exemption status if applicable. 

    Forms/Instructions

    Sole Source/Sole Brand Form http://www.busfin.uga.edu/forms/sole_source.pdf

    Contract (will be provided by the vendor)

    Additional contacts

    Procurement Office Staff: 706-542-2361

    Accounts Payable Staff: 706-542-2786 (direct bill questions

    Responsibilities

    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: The department is responsible for obtaining and providing the Procurement department with the vendor’s contract prior to any signatures being applied and as soon as possible.

    Record Retention

    Retention for purchase order files may vary by the method of purchase (competitive, sole source, under the competitive bid threshold).

    Record Copy: Procurement

    Retention: 5 years, BOR 0472-03-001; 7 years, BOR 072-03-009