Employee ID Cards

Accounts Payable

View policy pdf: Employee ID Cards Policy

Policy Statement

University IDcardsarebroadly usedandgenerallyrequiredforbuildingaccessviaasecuritysystem,tobewornasidentificationbadges,orforotherUniversitypurposes.Theemployingunit maydeterminewhethertouseUniversityfunds to payforIDcardsforemployees,bothfortheoriginalcardandforanyreplacementcards. 

Reason for policy

Thepurposeofthispolicyis to definetheallowablemethodsofpayingforemployee IDcardsusingUniversityfunds. 

Additional Contacts

UGA Card Office 

Phone Number: (706) 542-9226 

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 requisition 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. 

Multiple training resources for expense report processing are available in the OneSource Training

Creating a Non-Travel Expense Report 

Creating an Expense Report as a Delgated User 

Submitting an Expense Report 

Submitting an Expense Report Prepared by a Delegate 

Reviewing the Status of an Expense Report 

Editing and Resubmitting a Sent Back Expense Report 

Responsibilities

Date Issued: 04/17/2020

Last Reviewed/Updated: 02/03/2023