Q: What is a UGA MyID and how do I receive one?
The UGA MyID is the sign-on name that students, faculty, and staff use to access a wide range of online services at UGA. Each MyID has a password associated with it that needs to be supplied when accessing these services. Students receive their MyIDs automatically as part of the enrollment process. As of August 2022, MyIDs are auto-provisioned after all approvals have been obtained for their Hiring Proposal and is issued within the on-boarding material upon hire (Note: This does not include affiliates). For new students and employees, additional information about your MyID is available on the EITS Help Desk site. 

Q: How do I report annual or sick leave? How do I check my current leave balance?
Articles on how to request leave, including viewing your leave balance, can be found on the “Requesting Leave” section of the Knowledge Base.

Q:  How do I make a reservation for a College of Pharmacy vehicle?
All vehicle reservations are made online. Please read the instructions on how to create an account and request a reservation at the link below.

Q:  How do I enter/update my direct deposit and/or my tax withholdings?
Articles on accessing your W-2, entering/updating your direct deposit information, updating your G-4, W-4, etc. can be found on the “Your Paycheck” section of the Knowledge Base.

Q: How do I update my address and/or my phone number?

Articles on how to update your personal information such as your address, phone number, veteran status, disability status, and more can be found on the
“Your Employee Profile” section of the Knowledge Base.

Q:  If I’m a biweekly (hourly) employee, how do I report my hours worked?
Depending on your method of time entry you’ll utilize one of the following:

• Entering Time on the TCP Time Clock

https://uga.teamdynamix.com/TDClient/3109/FandA/KB/ArticleDet?ID=157996

• Entering Your Time Manually
  https://uga.teamdynamix.com/TDClient/3109/FandA/KB/ArticleDet?ID=151384
• Editing Your Pay from Schedule Time
  https://uga.teamdynamix.com/TDClient/3109/FandA/KB/ArticleDet?ID=150058
• Reporting Time Using the PeopleSoft Web Clock

https://uga.teamdynamix.com/TDClient/3109/FandA/KB/ArticleDet?ID=151383

Q:  What is and how do I apply for leave under FMLA (Family Medical Leave Act)?
Any employee (including part-time and temporary) who has been employed by the University of Georgia for at least twelve months total (not necessarily the last twelve months), and has  worked at least 1,250 hours during the 12-month period immediately preceding the leave is eligible to be granted family leave for conditions authorized by the Family and Medical Leave Act (FMLA). Eligible employees with a qualifying event may receive up to 12 workweeks of FMLA within a rolling 52-week calendar period. While FMLA itself is unpaid, it runs concurrently with an employee’s leave balances or voluntary income replacements. More information, including steps to submit a request, can be found on the FMLA section of University Human Resource’s website.

Q:  What is and how do I apply for the Shared Sick Leave Program?
The Shared Sick Leave Program provides a means for USG employees to donate paid sick leave to a shared leave pool and for fellow employees who meet the eligibility provisions outlined in this policy to request leave from the pool. The Shared Leave enrollment period runs concurrently with the Benefits Open Enrollment period each Fall. You can find the link below for more information related to the Shared Leave program.
https://hr.uga.edu/Current_Employees/Leave/shared_leave_program/

Q:  When will I get paid?
Payment for services performed by a UGA employee will be made on regularly scheduled pay dates only. You can find the link to the UGA payroll calendars below. Please check with your department administrative staff or the Office of Business Affairs if you have questions about your type of employment.
http://www.busfin.uga.edu/payroll/calendar.html

UGA Foundation

Deposits:
Forward checks as received to the Office of External Affairs for processing.

Event Approval:
The internal Event Budget Request form is required in addition to the UGAF form for income.

All events that will generate revenue, through the University of Georgia Foundation are subject to this policy. See link for full policy
https://policies.dar.uga.edu/2-3-event-approval/
For any events falling under this policy, an approved copy of the Event Approval Form should accompany all University of Georgia Foundation deposits. See link for Event Approval Form.
https://give.uga.edu/wp-content/uploads/event_approval_form-1.pdf
Please forward the necessary forms to the Office of Business Affairs at least 30 days prior to the event.

College of Pharmacy Event Budget Request Form:
All events must have an Event Budget Request form approved by the Dean. Please estimate expenses and indicate the type of funding that will be used. Please use state funds, when expenses are allowable.
The Event Budget Request and other College of Pharmacy forms may be downloaded under Business Forms at https://rx.uga.edu/faculty-staff/

Please forward the necessary forms to the Office of Business Affairs at least 30 days prior to the event.

Logos and Trademark Approvals”
Use of UGA logos and trademarks must be approved by the Office of Public Affairs. See link for full policy and approval form.
https://policies.dar.uga.edu/12-1-logos-and-trademarks/
http://dar.uga.edu/forms/pdf/uga_logo_approval_form.pdf

The College of Pharmacy Office of Business Affairs assists researchers seeking external funding–from proposal development through financial administration of funded projects and award closeout. We provide pre-award and post-award administrative services for a sponsored project and serve as a liaison with UGA’s Sponsored Projects Administration (SPA).

Researchers are asked to submit complete proposals to Grants Coordinators at least five business days before the agency’s deadline. If your proposal involves exceptional approvals (PI eligibility, IDC waiver, subawards, cost-share, etc.), please submit to Grants Coordinators at least ten days before the agency’s deadline. This window allows for thorough review of the application, correction of errors or omissions, compliance with agency requirements, and the submission of the application through a variety of electronic mechanisms.

Caution: Proposals submitted to the office outside these time constraints will be reviewed to the extent that time allows.

For assistance with seeking external funding and proposal preparation, please contact Jennifer Caplinger, DLSA/Grants Coordinator III, or Jennifer Ivey, DLSA/Grants Coordinator II. For assistance with status reports and post-award financial management, please contact Troy Rucker, Business Manager II.

For more information, please click here for Research Grant Resources.

Our research administrators consist of two grants coordinators, one of whom is a DLSA (authorized by the Office of Research to submit proposals for external funding).  We are COP faculty’s first point of contact and liaisons for the Office of Research and SPA.  We are here to provide the following:

1. Proposal preparation support

• • A completed proposal consists of: 

• • • Statement of work
    • Budget in Excel
    • Budget Justification
    • Subaward documentation, if applicable (at a minimum):
      • Statement of work
      • Budget and budget justification
      • Complete and signed Subrecipient Commitment Form
      • Letter of Commitment/Intent from the Subaward entity
      • Current F&A rate agreement
    • Complete and final agency/institutional required documents
    • Link or copy of sponsor solicitation/guidelines/instructions

2. Budget development assistance
3. Proposal review and submission
4. Grant management and modifications
5. Effort monitoring
6. Creation of agency-specific user accounts (eRa Commons)

Finding Funding

Writing Grants

Pre-Award Proposal Assistance

Post-Award Toolkit

• Faculty Academic Research Buyout
  Salary Buyout Request Form 
• Pending Award
• Pre-Award
• Residual Balance
• Prior Approval Request

Graduate Tuition Return Incentive Program (GTRIP)

The University System of Georgia (USG) has established employee categories (types of employees and types of employment) to identify persons who are employed by the USG. The types of employees and types of employment are used to determine benefits eligibility and applicability of Board of Regents (BOR) policy, as well as ensure accuracy in reporting based on employee and employment type. More information regarding employee categories can be found at https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Employee_Categories_Classification,_Compensation,_and_Payroll.pdf

Please do not allow anyone to work until all appropriate hiring paperwork has been completed, including the I-9 and Background Investigation. Incomplete and incorrect I-9 information will result in hiring delays and could result in fines from Immigration and Naturalization Service. UGA requires that all offers are contingent upon a successful background investigation.

All categories of employees are subject to the nepotism policy (employment of relatives). UGA’s policy relating to nepotism provides guidelines which do not allow employees to influence the hiring, supervision, promotion, or compensation of a relative. The nepotism policy is available at this link.

The Office of Business Affairs staff will provide you information and help relating to HR and payroll questions. The Office of Business Affairs must be informed when an employee is planning to leave the College. This will allow the Office of Business Affairs to make sure that the Department has completed the necessary paperwork and to take the concerned employee off payroll.

Job Posting & Reclassification

Form for Request to Fill a Position

A Proposal-to-Hire form must be completed and approved before a position can be created/updated and posted. Completed forms must be forwarded to the Office of Business Affairs for approval. The Proposal-to-Hire form can be located at  https://rx.uga.edu/faculty-staff/human-resources/

UGA Jobs

UGA Jobs is UGA’s online employment system. All positions must be posted on UGA Jobs. After a Proposal-to-Hire has been approved, the Office of Business Affairs will work with the hiring unit to post the position on UGAJobs.

Click here for administrative login to UGA Jobs

Filling Vacant Faculty Positions

Any position that is to be filled due to retirement or resignation of a faculty member must be approved by the Dean prior to instituting a search. This applies to all faculty positions, academic or administrative, and to all colleges, schools and other budgetary and academic units.

Starting Salaries for Employees

All starting salaries must be reviewed and approved by the College of Pharmacy Dean’s Office before offers of employment are extended.

The College of Pharmacy leave system has been replaced by OneUSG Connect.  Please complete your leave request by logging in to OneUSG Connect Employee Self-Service at the URL below:

https://oneusgconnect.usg.edu/

UGA OneSource Training Library

Vehicle Reservations

Vehicle Policies and Procedures

The College of Pharmacy has made the following vehicles available for official use to faculty, staff and authorized students:

• Vehicle #96106–Kia Carnival LXS Minivan (Athens)
• Vehicle #95649–Ford Fusion Sedan (Athens–for Development & Alumni Relations use only)
• Vehicle #95650–Ford Fusion Sedan (Augusta)–Please contact Kathi Hardwick at 706-721-4915 or e-mail khardwick@augusta.edu for reservations.
• Vehicle #95520–Kia Sedona Minivan (Athens)

1. College of Pharmacy vehicles are available for official use by faculty and staff. Students may use the vehicle based on prior authorization by a responsible faculty or staff member. However, a student is not authorized to put fuel in the vehicle.

2. Drivers must have a valid Georgia driver’s license and are responsible for conforming to all applicable traffic laws, parking regulations, and all state/University policies regarding use and operation of state vehicles.

3. UGA policy does not allow an employee to take a state vehicle home or to have family members ride along without the Dean’s approval.

4. Each vehicle has a Fuel Card in the glove compartment. For the Fuel Card to work it must be used along with your 6-digit pin on your UGA Card (6 digits in between 810 and the last digit). If the Fuel Card does not work for some reason on your trip, you may use your own credit card and get reimbursed through a check request (you will need your receipt).

5. When you drive the state vehicle (in-state or out-of-state) during an overnight stay, please reserve the vehicle as usual. The Office of Business Affairs will make a determination based on availability to allow you to use state vehicle or not. You will receive an e-mail confirmation. The only exception is leaving the state vehicle at the airport. Please do not leave state vehicles at airports. This will allow the vehicle to be available to others.

6. The vehicle reservation system will automatically send out e-mail notification whether a vehicle reservation is confirmed or not. Please attach a copy of the email notification to your Travel Expense statement if the vehicle was not available. This will assist the Office of Business Affairs staff to make a decision regarding your travel reimbursement request.

7. The keys can be picked up the day before, if you plan to leave early in the morning, or on the day you plan to travel. When you return, please make sure the keys are returned to the Office of Business Affairs right away. The Office of Business Affairs must know where you have parked the vehicle since someone else may be in line for use of this vehicle. After normal work hours keys may be placed in the drop box outside the Office of Business Affairs.

8. When returning the vehicle please keep the following in mind:

a. Keys must be turned into the Office of Business Affairs immediately upon return.

b. Keys may be placed in the drop box after business hours along with a note that indicates where the vehicle is parked.

c. In case the gas tank is below the ¼ mark please use VTM – Fuel depot on River Road to gas up using the gas card in the glove compartment of the vehicle. The VTM Fuel Depot is open 7:00 am to 11:00 pm, Monday thru Friday. Your UGA Card will be needed.

d. Please remove all personal belongings when the vehicle is returned. The interior must be in clean condition so that it can be available to others for use.

9. On the use of personal vehicles by employees for UGA business the UGA travel policy indicates “If a government-owned vehicle is available, and its use is determined to be the most advantageous to the state, or if it is determined that a rental vehicle is the recommended mode of travel, but a personal motor vehicle is used, the employee will be reimbursed at $0.17 per mile.” Please note that this rate is subject to change based on the State’s directives. See UGA Travel Policy at http://www.policies.uga.edu/FA/nodes/view/456/Travel.

10. If you cancel your reservation for any reason, please let the Office of Business Affairs know immediately by e-mailing Laurie Wallace at laurie.wallace@uga.edu. This will help ensure that funds relating to your travel are un-encumbered on the Accounting system.

11. For out of state travel, employees will be more than welcome to carpool with the state vehicle when driving to the meeting location. Requests for state vehicles to be left at the airport for a few days will not be entertained.

12. State vehicle use:

a. Each state vehicle is now provided with a vehicle log that must be updated by all users. The log requires the user to indicate date the vehicle is used, business purpose (what did you use it for?) and begin and end odometer. This is an additional procedure that will be required. The Office of Business Affairs will review this on a regular basis. All faculty/ staff/ students must update log each time a trip is undertaken.

b. When an employee uses UGA gas card (stored inside of vehicle glove compartment) along with their UGA card to purchase gasoline, gasoline receipts from these outside sources (other than Vehicle Transportation & Maintenance–VTM) must be obtained and submitted to the Office of Business Affairs for reconciliation after returning from a trip. This, too, is an additional procedure. These receipts will be reconciled on a regular basis.

c. To assist with faculty and staff travel, a Global Positioning System (GPS) is available in the Office of Business Affairs. This may be requested along with the vehicle. It will be available on first-come first-serve basis. Please note that it must be returned with the vehicle keys.

13. In the unfortunate event of an accident, please make sure that an accident report is completed by law enforcement authorities. Please provide the case number to the Business Affairs Office and Ed Stanley.

Make a Vehicle Reservation

How to Make a Vehicle Reservation Using Booked

The College uses Booked for all vehicle reservations. You will be able to make your own vehicle reservations online. Please read the instructions below.

To reserve vehicles or view reservations you will need to create an account on Booked by going to College of Pharmacy Booked.

Step One–Register (create an account)

Go to College of Pharmacy Booked. You will be asked to enter a username and password to use for your new account. Next select your timezone (select North America/New York) and choose the page you want to see first whenever you log on. You can select Bookings (weekly view), MyCalendar (your personal calendar), or the Resource Calendar (College vehicle reservations calendar—monthly view). For your convenience, we suggest using Bookings or the Resource Calendar as your preferred page. After making your initial selection, you can change your home page at any time by going to My Account > Profile.

Step Two–Enter your email preference

Under My Account > Notification Preferences you can choose to receive automatic email notification when your reservation is approved by the Office of Business Affairs. Unless you choose this option, you will need to check the Bookings view (Schedule > Bookings) to see when Business Affairs confirms your choice of vehicle, date and time. We strongly suggest that you select automatic email notification.

Step Three–Create a Reservation

You can make a vehicle reservation using the Resource Calendar (Schedule > Resource Calendar) or Bookings view (Schedule > Bookings). All reservations are pending until confirmed by Business Affairs.

Step Four—Return Keys and Notify Business Office

When you return the keys, be sure to let Business Affairs know where the vehicle is parked. Please email Laurie Wallace at laurie.wallace@uga.edu or call 706-542-3505 (leave voice message if after normal business hours).

Who do I contact for help with my reservation?

For questions about your reservation or available vehicles, contact Laurie Wallace at laurie.wallace@uga.edu.