The Office of Controller utilizes the Daily Report for announcements and updates to institutional policies, procedure and guidelines.  A list of previously published announcements on the Daily Report are provided for your convenience.

  • Revised Check Request Form - 10/23/2015

    In an effort to provide a more efficient and user friendly format, campus departments will note that the check request form located on the Purchasing Services website has been revised. This form is now in landscape mode to provide larger font size for data entry, additional lines to accommodate multiple chartstrings, and larger field size for detailed description of your payment. Your assistance is requested to delete any previous check request forms effective with your next payable submission. Thank you and please contact Randy Miller, Assistant Director of Accounting, if you have any questions at ext 95329.

  • Prepayment of Lodging - 8/18/2015

    Prepayment of lodging is again allowed. Working with the Provost’s office, the Office of the Controller sought and received additional clarification to the State Travel Policy Sec 3.2 which had prevented UWG from prepaying lodging. Requirements for prepayment of lodging are posted on the Travel Services website.

  • Travel Expense Report Training - 8/13/2015

    A training session for entering travel expense reports through the PeopleSoft Financials Travel and Expense module will be held on August 20th at 9 a.m. in Row Hall, room 319.  Participants will receive instruction on registering  for a PeopleSoft account, and entering travel expense reports into the Travel and Expense module.  This is an instructor led class.  No data entry will be completed in class.  Visit the University Meetings and Trainings tab on the Events Calendar to register. 

  • Business and Finance Customer Service Award Program 8/13/2014

    The Division of Business and Finance Customer Service Award Program was developed to recognize those employees that go above and beyond their scope of work to provide students, faculty, and staff with exceptional service-oriented solutions. Now in its ninth year, this quarterly award distinguishes employees from three different areas of Business and Finance:

    Campus Planning and Facilities (includes Architecture, Engineering, and Construction Project Services; Landscaping and Grounds; HVAC; Maintenance; Motor Pool; and Custodial Services)
    Aycock Hall (includes Human Resources, Budget Office, Controllers Office, Bursars Office, Purchasing, Vice-President’s Office, and the Center for Business Excellence)
    UWG Police and Business and Auxiliary Enterprises (includes Parking and Transportation, Central Stores and Receiving, Publications and Printing, Wolves Card Office, Book Store, Dining Services, and University Mail Services.

    If you would like to nominate an employee for this award, please use the on-line rating card
    Nominations for this quarter will close on September 5.

  • ADP Manager Training - 8/5/14

    ADP Manager Training will be held on August 12 at 2 p.m. in Row Hall room 319. This course is for both bi-weekly and monthly employees (faculty and staff) who supervise and approve another employee's (full-time, student, casual labor, etc.) timecard. This course will instruct participants on how to enter their own hours worked or exception time into the ADP eTime system. It will also provide instruction on how to approve another employee's timecard. Participants of this course should be the supervisor of at least one other employee. Visit the University Meetings and Trainings tab on the Events Calendar to register.

  • UWG Switching Banks - 7/28/2014

    The University of West Georgia is changing banks from the Bank of North Georgia to United Community Bank. This change will be effective August 1, 2014. Changing banks for an organization of our size is no small task. To assist in this transition, a clean cut-off of payment creation is needed. The Controller’s office will not be making payments, electronic funds transfer (EFT) or printing checks on Wednesday (July 30), Thursday (July 31) or Friday (August 1). We will be using these days to set up the new bank accounts and to make the required changes in the PeopleSoft financial system.

  • West Georgia Travel Assistance - 7/15/14

    For UWG traveler's awareness, a contract extension has been negotiated with West Georgia Travel to provide airfare booking assistance for your domestic and international travel needs. As our institution evaluates additional travel service options, travelers will continue to receive uninterrupted assistance from the capable WGT staff for quotes, flight options, direct billing, etc.

    Effective July 11, 2014, the following rate fees will be applicable:
    --$30.00 for domestic and international ticket processing fee
    --$45.00 for exchange processing fee
    --$50.00 for void processing fee

  • Travel Expense Training - 7/10/14

    A training session for entering travel expense reports through the PeopleSoft Financials Travel and Expense module will be held on July 17 at 10 am in Row Hall room 319. Participants will receive instruction on registering for a PeopleSoft account and entering travel expense reports into the Travel and Expense module. This is an instructor led class. No data entry will be completed in class. Visit the University Meetings and Trainings tab on the Events Calendar to register.

  • FY14 Year End Travel Dates - 6/10/2014

    FY14 Travel Deadlines

    • FY14 Year End Processing Dates as related to Travel have been UPDATED and are available from the link on the Office of the Controller’s website. Note that these preliminary dates are subject to revision as additional information is received from various state agencies. Please continue to monitor the Daily Report for future releases.

    6/11/2014 5 p.m. Last day for PeopleSoft electronic data entry in the Expense module. Expense reports for reimbursement (including travel) must be electronically approved by all approvers and have a status of valid budget check to be considered eligible for payment against FY14 funds. Expense reports in pending or submitted statuses or those not fully approved at the department and project level will be marked as “denied” and purged from the PeopleSoft System.

    6/13/2014 12 p.m. (Noon) If unable to submit electronic expense report by 06/11/14 deadline for travel with return date on or before 6/30/14, please contact Randy Miller to make special arrangements to encumber FY14 funds with an approved travel authorization. Total travel expense per trip must be greater than $500 after prepayments. Approved travel authorizations must be received and date stamped in the Office of the Controller by 06/13/14 12 p.m. (Noon) deadline for anticipated travel with return date on or before 6/30/14 in order to encumber FY14 funds. Failure to do so will prohibit use of FY14 funds for FY14 travel expenses.

    6/16/2014 12 p.m. (Noon) Printed, signed expense reports for electronic travel submissions through PeopleSoft for 6/11/14 deadline must be received and date stamped in the Office of the Controller. As noted above, electronic expense reports must have been fully approved, have a status of valid budget check, and all supporting documents be in order to utilize FY14 funds.

    Please refrain from data entry into PeopleSoft Expenses after 6/11/14 as transactions will be purged from the system and placing FY14 funds at risk. Travel reimbursements for trips encumbered with specifically approved travel authorizations as well as any other travel which was not submitted electronically in the People Soft expense module by the 06/11/14 deadline will be issued in FY15 once open for business. No travel cash advances will be issued for trips with return dates later than 05/31/14. If questions, please contact Randy Miller, Assistant Controller, at ext 95329.

  • Issues Regarding Peoplesoft Upgrade - 12/9/2013
  • SAO Travel Policy Revisions *Updated* - 08/02/2013

    We have received information regarding additional changes to the travel guidelines to be effective for travel beginning August 1, 2013.

    • The issuance threshold for travel advances is reduced from $500 to $200.
    • Travel advances are available to employees whose salary is less than $50,000 annually. Individuals with a salary in excess of $50,000 no longer qualify for travel advances. Travel advances for teams/groups are available for students and employees that meet the advance criteria that are also accompanying the team or group.
    • Reports submitted after 60 days from the last date of travel will be included in the employee’s W-2 as taxable earnings. For the purpose of this requirement, ‘submitted’ is defined as submitted in PeopleSoft for approval at the department level. Travel expense reports are required to be submitted for approval within 45 days of the last date of the travel.
    • Fleet vehicles must be considered first prior to renting a vehicle or use of personal vehicle.
    • All approvers in the submission process are held accountable for having reviewed expense reports for appropriateness and reasonableness.

    The changes in the policies and guidelines are reflected on the Controller’s Travel Services website. Below is a list of changes that became effective as of July 1, 2013.

    Incidentals – Out of state (domestic) incidental expenses are now reimbursed separately. The $5 per day incidental rate no longer applies. The traveler must state the type of tip being reimbursed, i.e., porter tips, bell hop, maid service, etc.

    Meal per diems

    • Non-overnight stay – trips greater than 12 hours and more than 50 miles from residence and primary work station receive applicable portion of the total day’s allowance when no meal was/is provided.
    • First/Last Day reimbursement for travel requiring an overnight stay – Traveler’s reimbursement is now reduced by the amount of the provided meal(s) before the 75% proration instead of after.

    Car Rental – Personal use has been defined to include family and friends and is prohibited from riding in a state rented vehicle.

    Contact Randy Miller, Anita Saunders or Lisa O’Neal in the Office of the Controller for additional information.

  • Additional Travel Updates - 07/26/2013

    Additional Travel Updates

    We have received information regarding two additional changes to the travel guidelines to be effective for travel beginning August 1, 2013.

    • The issuance threshold for travel advances is reduced from $500 to $200.
    • Travel advances are available to employees whose salary is less than $50,000 annually. Individuals with a salary in excess of $50,000 no longer qualify for travel advances. Travel advances for teams/groups are available for students and employees that meet the advance criteria that are also accompanying the team or group.
    • Reports submitted after 60 days from the last date of travel will be included in the employee’s W-2. For the purpose of this requirement, ‘submitted’ is defined as submitted in PeopleSoft for approval at the department level. Travel expense reports are required to be submitted for approval within 45 days of the last date of the travel.
    • Fleet vehicles must be considered first prior to renting a vehicle or personal use.
    • All approvers in the submission process are held accountable for having reviewed expense reports for appropriateness and reasonableness.

    The changes in the policies and guidelines will be reflected on the Controller’s website as soon as they are updated. Below is a list of changes that became effective as of July 1, 2013.

    Incidentals – Out of state (domestic) incidental expenses are now reimbursed separately. The $5 per day incidental rate no longer applies. The traveler must state the type of tip being reimbursed, i.e., porter tips, bell hop, maid service, etc.

    Meal per diems

    • Non-overnight stay – trips greater than 12 hours and more than 50 miles from residence and primary work station receive applicable portion of the total day’s allowance when no meal was/is provided.
    • First/Last Day reimbursement for travel requiring an overnight stay – Traveler’s reimbursement is now reduced by the amount of the provided meal(s) before the 75% proration instead of after.

    Car Rental – Personal use has been defined to include family and friends and is prohibited from riding in a state rented vehicle.

    Contact Randy Miller, Anita Saunders or Lisa O’Neal in the Office of the Controller for additional information.

  • SAO Travel Policy Revisions - 07/17/2013

    State Travel Policy Revisions – effective 07/01/2013

    With the new fiscal year come changes to State travel regulations. This announcement does not contain all the changes and more will be announced as clarifications are received.

    Incidentals – Out of state (domestic) incidental expenses are now reimbursed separately. The $5 per day incidental rate no longer applies. The traveler must state the type of tip being reimbursed, i.e., porter tips, bell hop, maid service, etc.

    Meal per diems:

    • Non-overnight stay – trips greater than 12 hours and more than 50 miles from residence and primary work station receive applicable portion of the total day’s allowance when no meal was/is provided.
    • First/Last Day reimbursement for travel requiring an overnight stay – Traveler’s reimbursement is now reduced by the amount of the provided meal(s) before the 75% proration instead of after.

    Car Rental – Personal use has been defined to include family and friends and therefore are prohibited from riding in a state rented vehicle.

    Additional changes are expected once the Board of Regents completes their revision process. Expectations of additional changes include: salary threshold ($50,000 or less) for travel advance eligibility, time limits & penalties for report submission greater than 60 days after the end of the trip.

    Contact Randy Miller, Anita Saunders or Lisa O’Neal in the Office of the Controller at 9-6390 for additional information.

  • Surplus Property Transfer of Equipment Form - 07/08/2013

    As the beginning of Fall Semester approaches, campus departments may be anticipating the arrival of new equipment, furniture, computers, etc and need for old surplus property items to be removed.  To expedite removal of existing assets and other property, department representatives should access and complete the "Transfer of Equipment Form" as a means to notify the UWG Surplus Property Department.  This form is available on the Asset Management website.  If you have any questions, please contact Kathryn McWhorter at ext 9-6409 for assistance.

  • Travel & Expense Reminders for FY 2014 - 07/08/2013

    Attention all PeopleSoft Travel & Expense Users:

    The PeopleSoft Travel & Expense module is now available for data entry of FY 14 expense reports. Below are a few tips and reminders as you begin to enter reports for the new fiscal year:

    • Please check your default account number to ensure the account listed is a budgeted chartstring for FY 14. Verify the fund code, department ID, program code, and class code and make any changes that are necessary. If you aren’t sure of your budgeted chartstring, please contact the person responsible for your departmental budget. To locate your default account number, log into the PeopleSoft Travel and Expense module, click Employee Self Service, click Profiles & Preferences, Click Review/Edit Profile, click on the 2nd tab labeled “Organizational Data.” Once on this tab, scroll down to the second blue section labeled “Default Chartfield Values.”
    • The budget year in your default account number has already been updated to reflect budget year 2014. Please do not change or adjust the budget ref field within your default account number.
    • When creating an expense report for the new 2014 fiscal year, do not use the Copy from An Existing Report or Copy from a Template Quick Start options. Doing so will prevent your expense report from budget checking properly.
    • Employees who may have changed bank accounts or whose bank may have changed ownership within recent months may contact Randy Miller, Asst Controller, at ext 95329 for a confidential verification of correct bank account information residing in the PS Expense module for EFT expense report reimbursement.

    Training sessions are available for assistance in entering travel and expense reports by contacting Patricia Durrough at ext 96392.

  • New Travel Changes - 07/02/2013

    With the new fiscal year come changes to State travel regulations. This announcement does not contain all the changes but more will be announced as clarifications are received.

    Incidentals – Out of state (domestic) incidental expenses are now reimbursed separately. The $5 per day incidental rate no longer applies. The traveler must state the type of tip being reimbursed, i.e., porter tips, bell hop, maid service, etc.

    Meal per diems

    • Non-overnight stay – trips greater than 12 hours and more than 50 miles from residence and primary work station receive applicable portion of the total day’s allowance when no meal was/is provided.
    • First/Last Day reimbursement for travel requiring an overnight stay – Traveler’s reimbursement is now reduced by the amount of the provided meal(s) before the 75% proration instead of after.

    Car Rental – Personal use has been defined to include family and friends and is prohibited from riding in a state rented vehicle.

    Additional changes are expected once the Board of Regents completes their revision process. Expectations of additional changes include: salary threshold for travel advances, time limits & penalties for report submission greater than 60 days after the end of the trip.

    Contact Randy Miller, Anita Saunders or Lisa O’Neal in the Office of the Controller for additional information.