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CAES Business Office

Ag Business Office Philosophy

  • “No” is not the first answer
  • “Can’t” is not the final answer
  • We're not satisfied with “it is what it is”

What's New

Accounts receivable, deferred revenue, or scientific equipment & carry forward on departmental sales & service accounts

All requests to set up accounts receivable, deferred revenue, or scientific equipment reserves on departmental sales and service accounts are due in the Accounting Department by end of day on June 28, 2016. For additional guidance on departmental sales and service accounts deferred revenue, carry forward and other yearend items, please refer to

Carry forward requests for student technology fee accounts should be submitted to the Accounting Department by June 20, 2016, please route these thru Karen Kimbell by June 13, 2016. These requests will be forwarded to the Vice President for Information Technology (VPIT)
for approval. The STF carry forward request form is located at

FY16 Carry Forward funds need to be sent to Karen Kimbell by email using the CAES Carry Forward form by June 28, 2015.

Fiscal 2016 Year-End Letter

Please refer to FY16 Year-End Letter which provides information and guidelines to assist your unit with the financial closing process.

Shared Leave Program

The current UGA shared leave program provides employee-donated leave to UGA employees who are experiencing critical illnesses or life-threatening injuries. In the program procedures, employees may donate sick or annual leave to other employees in need of leave for certain health-related reasons.

In response to recent changes in the University System of Georgia shared leave program, UGA will transition and expand its program during 2016, as described below.

January 1, 2016

  • Shared leave may be received for eligible “serious medical conditions” as defined by the Family Medical Leave Act (FMLA). As an example, routine childbirth qualifies as a serious medical condition.
  • Shared leave can be used to care for family members, as defined by FMLA rules: spouse, child, or parent.
  • The FMLA medical forms will be used by the shared leave program to determine shared leave eligibility for employees or their family members.

July 1, 2016

UGA will transition to a donated leave “pool,” instead of the current requirement to name a specific recipient for donated leave. New rules will apply to all facets of the program and will be posted for review no later than May 1, 2016.

Significant additional changes to the program effective July 1, 2016:

  • Participation in the new shared leave program will require a minimum 8-hour donation of sick leave during the annual open enrollment period, in order to receive shared leave in the future.
  • Eligible employees may receive up to 480 hours (pro-rated for part-time employees) of shared leave per calendar year.
  • Sick leave only may be donated; annual leave cannot be donated.

The revised program guidelines to become effective January 1 are posted on the Shared Leave web site: Questions may be directed to Human Resources atbenefits@uga.eduor 706-542-2222.

Future Financial and Human Resource Administrative Systems
In spring 2014, the University of Georgia made a commitment to evaluate the expectations as well as campus readiness for transforming the existing financial and human resource administrative systems environment to a more advanced technology platform featuring updated, web-enabled services. That evaluation, conducted in partnership with Collegiate Project Services, included extensive focus group sessions with many faculty and staff to identify the needs and requirements of these administrative systems and assess project readiness.

Based on the results of this work, UGA is ready to proceed with a multi-year project to replace legacy finance and human resource administrative systems with version 9.2 of PeopleSoft, the financial and human resource software used across all institutions in the University System of Georgia as well as by other state agencies. The project will be referred to as the OneSource project.

CAES Grants on the Edge FY16

With external funding having become more competitive, the likelihood of getting a proposal rejected has increased. Over the past couple years, the Franklin College, with support from OVPR, has established a proposal resubmission program dubbed "Grants on the Edge" to provide mini grants (up to $10,000 for one year) to help improve proposals that narrowly missed the funding range, e.g., by providing more preliminary data or addressing other specific weaknesses. We are pleased to announce that the program has been expanded to include the CAES for a 2-year test period, FY16 and FY17. Details of the program and process can be reviewed at CAES Grants on the Edge. Please contact Harald Scherm at with any questions.

General Information

The CAES Business Office is a college-wide support unit that reports to the Dean and Director of the College of Agricultural and Environmental Sciences. This office is responsible for the development of annual legislative budget requests, and the overview of business operations for the college's teaching, research and extension functions.

Management, monitoring, and reporting of state, federal, and sponsored funds are performed by this office. Included is budgeting, accounting, contracts and grants, and accountability reporting to both state and federal governments. The Human Resources division of the business office provides services in the areas of staff and faculty recruitment, employee benefits, employee relations, and EEO. The Physical Plant is responsible for the maintenance of college buildings and grounds on the Athens campus, the mail room and surplus property.

We are available to answer questions regarding UGA and CAES policies and procedures as well as to provide assistance in completing any documents. We also support users in their use of all financial information systems applications in use on the UGA Campus.