Register: Have candidates register as suppliers at suppliers.uga.edu. They must be registered as a supplier to be reimbursed.
Honoraria: Have candidates sign original non-employee payment form while in Athens or mail back to you along with all original receipts for meals, parking, and other travel expenses to be reimbursed.
Receipts: Have candidates include all receipts related to their reimbursement. Please be sure the candidates are aware that they should keep itemized receipts from any meal expenses that they pay for and be informed that alcohol is not reimbursable with state funds. However, if your department wishes to reimburse using one of your foundation accounts, that’s at your discretion.
Itinerary: Be sure to include a copy of the candidate’s itinerary with your check request to reimburse their travel expenses.
Reimbursements to Departmental Faculty
Honoraria: It is preferable to have the College of Education faculty member meeting with the candidates pay directly for the candidate’s meal expenses. In this case, an honoraria form is completed with the faculty member’s name and address. The description indicates that the meal was paid for on behalf of a faculty job candidate. A distribution form will need to be included in the payment request showing that the purchase was made on behalf of the candidate (using vendor #).
Receipts: Please be sure the departmental faculty are aware that they should keep itemized receipts from any meal expenses that they pay for. It is preferable that the candidate’s meal be on a separate receipt from the faculty members’. Keep in mind that alcohol is not reimbursable with state funds. However, if your department wishes to reimburse using one of your foundation accounts, that’s at your discretion.
Itinerary: Be sure to include a copy of the candidate’s itinerary with your check request to reimburse their travel expenses.