Vendor Paid Expenses

Purpose: This form should be completed by UGA employees seeking approval to attend trainings, conferences, meetings or demonstrations related to official or professional duties where the actual or reasonable expenses for food, beverage, travel, lodging or registration will be paid by or reimbursed from a third party (to include a vendor or lobbyist).


Workflow: Form Submitted > Dept. Head approves > Internal Audit Approves > Employee is notified of approval decision


UGA's Policy Contact:

Matthew Whitley

Director, Internal Auditing Division

mwhitley@uga.edu


Policy Requirement: BOR Gratuities Policy 8.2.18.4, provides that a gift does not include: (4) actual and reasonable expenses for food, beverages, travel, lodging and registration provided to permit participation in a meeting, demonstration, or training related to official or professional duties if participation has been approved in writing by the Chancellor or his/her designee. In accordance with BOR policies, the Chancellor has delegated approval authority under this policy to the USG Office of Ethics and Compliance. At the institutional level, this authority is delegated to the Internal Auditing Division.

UGA Employee for whom travel or expenses will be paid

Faculty or Staff*
Select or enter value
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If these vendor-paid expenses are for travel, was a Travel Authorization (TA) submitted for this trip?*

Information on creating a travel authorization is available here.

Department Head

Enter the email address of your UGA supervisor. Please enter this carefully or copy/paste as an email will route to your supervisor for approval of this request.

Organization that will be paying expenses

Organization Affiliation*

Activity Information

Is the activity related to your official or professional duties?*
Is the organization currently in any procurement process, including an RFP, in which you have input?*
Is the activity designed to provide training on products or services currently being used by the University or otherwise provide information relevant to the employee's responsibilities?*
Is the meeting, training or demonstration intended to serve as a marketing event for the vendor?*
Will you be participating in any of the presentations or have a role in the meeting / training / conference other than attending?*
Are you aware of any activities associated with this request that would create the appearance of a conflict of interest or otherwise undermine the public’s confidence in the integrity of the University?*
Drag and drop files here or

Acknowledgments

I acknowledge that if at any time the activities above should develop an actual or apparent conflict of interest, I must disclose it.


I understand and acknowledge that submitting this form constitutes my electronic signature which shall carry the same force and effect as an original signature.


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