BUDGET PROPOSAL SUBMISSION

Funding is available for Capstone Teams at an amount of $300 per project unless noted otherwise by your Client. Your team must submit a Capstone Budget Request Form by the end of the first week of class in Jan. to secure funding for your project. You may submit a budget for up to $300 and receive approval anytime during Fall semester. No requests over $300 will be honored until after Jan. 12, once all proposals have been submitted. Your team may require more or less than $300. Budget approvals will be made on a case-by-case basis. Submit your budget proposal using the online form:

► Capstone Budget Request Form

Managing your team’s budget

Please note that your team is required to manage its own budget. Teams must keep track of expenses in EduSourced on the “Spending” tab. An account balance sheet is provided below to aid in tracking your balance:

► Budget Sheet

Purchasing items for your project

The College requires that all Teams select vendors in UGAMart, the purchasing system for all UGA, when submitting Purchase Requests. UGAMart allows purchasing from most major vendors including Amazon. If you would like to know if a specific vendor is on UGAMart, please send an inquiry to engr-labsupport@uga.edu.

Requests for orders from UGAMart should be done using the Purchase Request Form below.

► Purchase Request Form

Submit this form to engr-labsupport@uga.edu and cc your buyer and your Project Supervisor. Your buyer may be your section’s TA or your School’s administrative professional. If you must purchase from vendors that are not on UGAMart, the College is able to do so, but orders may be delayed.

Please rename the form with your own information. When submitting requests to  engr-labsupport@uga.edu, in the subject line, include your abbreviated project title or project number along with some descriptor of need (i.e. “order,” “work space,”, “tool request,” “training”) along with the date. A support ticket number will be assigned.

REIMBURSEMENT

Teams are NOT allowed to purchase items personally unless approved in advance. The only exception is for travel-related expenses. 

In very limited cases, the College allows items to be purchased personally (by project participants). However, these purchases must be approved by your Instructor and Supervisor in advance. To receive approval, submit a budget request form to engr-labsupport@uga.edu and cc your Project Supervisor. For approved items you obtain outside of UGAmart or other related expenses including Travel-related expenses for your Capstone Projects, the College can reimburse you.

Remember, before you can request a purchase or reimbursement for travel, you must submit a Budget Request Form. 

If your Capstone Project requires travel, note that online booking services such as VRBO, HomeAway, Airbnb etc., are NOT allowed according to UGA Policy and will NOT be reimbursed.  Please contact your corresponding Engineering Admin if you have questions.

The College asks that Teams choose one individual from their group to complete these transactions, if possible. If a member of the group is a student worker anywhere on campus and is able to complete these transactions, the College asks that that individual be chosen as reimbursements for student workers are easier and quicker to complete than for non-student workers. Remember to retain all receipts. Purchases CAN NOT be reimbursed without a receipt.  There are also certain exceptions to this request when group travel is concerned.  Please contact your corresponding Engineering Admin if this is the case for further instructions.

Capstone Expense Reimbursements for On Campus Student Workers

Student workers may enter their own reimbursement requests thru the OneSource system.  Remember to login to the OneSource “Financial Management System” to enter your reimbursement, NOT “OneUSG Connect”.  The document at this link will assist you in entering your reimbursement request.  Or you may use the OneSource Training Library at this link and navigate to the below section to get to a step-by-step example of entering an expense reimbursement.

• Main OneSource Training Library
• Financials Topics by Module
• Travel and Expense
• Travel and Employee Expenses
• Creating an Expense Report
  • Try it!

If you should need further assistance with your reimbursement, please contact your corresponding Engineering Admin below.

• CMB: Linda Lockett – Linda.Lockett@uga.edu
• ECE: Amanda Snyder – Amanda.Snyder@uga.edu

Capstone Purchases and Reimbursements for Non-Student Workers

In order for a non-student worker to receive a reimbursement from UGA, you must register as a “supplier.”  You will need to follow this link and complete the supplier registration process.  For assistance with the completion of this process, please contact onesource@uga.edu or call 706-542-0202.  The Engineering Admins will not be able to assist you with this process as it is not a UGA Engineering process. Please use the provided OneSource email address or phone number for assistance.

Once you have been assigned a Supplier number, you will fill out a Non-Employee Payment Form. Which may be found at this link. You will then email your corresponding Engineering Admin the following information:

• Subject line: Capstone and your name
• In the body of the email:
  • Your Capstone Group Name and the names of the other group members
  • Account information for the expense billing will be provided to the Team upon confirmation of the budget proposal acceptance
    • Provide this accounting information in this email to the Admin
• Attach to the email:
  • Your Non-Employee Payment Form, completed with signatures and dates from both you and your faculty mentor
  • Legible scans of all documents pertaining to the reimbursement
    • INCLUDING the receipt(s)

You will send the email to your corresponding Engineering Admin listed below, providing ALL of the above information.

• CMB: Linda Lockett – Linda.Lockett@uga.edu
• ECE: Amanda Snyder – Amanda.Snyder@uga.edu

In-town purchasing

You must purchase your own in-town items (i.e. from Lowe’s, Michael’s, Athens Steel, etc). These purchases must be pre-approved. For pre-approval, submit a budget request form to engr-labsupport@uga.edu.

In addition, the college is unable to pick up items from local vendors for you unless there is an extenuating circumstance, for example a truck is needed for pick up. The college will NOT order items on your Budget Proposal unless you make a separate, timely, request – your proposal is just that, a proposal – not a purchase request.