Purchasing and Payment Processing
View Official Policy: Unauthorized Purchases Policy
A purchase that is contrary to the rules and regulations established by State Purchasing Division State Purchasing Division or Board of Regents shall be void and of no effect. Any official of a state entity or institution who willfully purchases or causes to be purchased any materials, supplies or equipment contrary to the rules and regulations will be personally liable for the cost thereof. If paid for from state funds, the amount may be recovered in the name of the state. (O.C.G.A. Section 50-5-79). Additionally, it is unlawful for UGA to make purchases for the personal use of its employees (Acts of 1939 40-1936 and HB1113). While it is difficult to specifically define all such goods and services, the following list includes examples of items which have previously been denied (by State Purchasing Division, other State agencies, and UGA) for purchase using state funds, on the grounds that the apparent end-use is personal in nature:
- Holiday decorations and cards
- Cut flowers / plants
- Entertainment, alcoholic beverages and/or refreshments
- Table radios
- Watches, groundbreaking shovels and other items to be granted as a donation or gratuity in favor or a person, corporation or association
- Dues to a Chamber of Commerce
- Employment agency placement fees
- Clothing, such as tuxedosor regalia, used for commencement services or other personal use. Uniforms complying with applicable Human Resource policy are allowable purchases.
- Personal moving expenses
- Retirement gifts or gifts of any nature, gift cards except for research participant support or app purchasing.
In general, University departments are not authorized to make fiscal commitments against University funds except under petty cash procedures, payment request procedures, or as outlined in the p-card manual. If such a commitment is inadvertently made, the Procurement Office cannot process a purchase order and there is no assurance such a purchase can be paid. The person who made the purchase, or the person who directed that it be made in an unauthorized manner, may be personally liable to settle the matter with the supplier. If an unauthorized charge purchase is submitted for payment or reimbursement, it will be reviewed by an appropriate level of University Management and a case-basis determination will be made as to its disposition. A letter will be required explaining the circumstances of the transaction and why University purchasing procedures were not followed.
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 either 1) the individual who made the unauthorized purchase or 2) the person who directed the unauthorized to be made to write the letter of explanation set forth in the Procedure section above.
Date Issued: 01/01/2016