Medical College of Georgia Academic House Systems (MCGAHS)

Academic House Events

ON Campus:

  1. Written request from Advisors/Senators to MCGAHS_ADMIN@augusta.edu 28 days prior to event with 2 quotes (one must be Sodexo)
    1. Please click here to prepare a Sodexo order (for the purpose of the quote, you do not have to submit the order) comparable to the options of your preferred vendor
  2. Deborah Pinion submits requests for appropriate approval and sends approval email to Yutong
  1. Yutong notifies requestor of approval via email cc: Loomer and Deborah Pinion
  2. After event, Advisor or Senator submits Reimbursement & Event Forms with receipts and sign in sheet of attendees* to Angela Scott or by email to: MCGAHS_ADMIN@augusta.edu.  All receipts/invoices must be itemized and show tax included and show a Zero balance
  3. Angela Scott submits within 5 days: Itemized receipts, Reimbursement Forms, Invoices, email approvals to Deborah Pinion for payment
  4. OSMA and Academic Affairs submits to AUMA payment requests/reimbursements
  5. Events are not permitted until an approval from AUMA has been received

 

OFF Campus:

  1. Written request from Advisors/Senators to MCGAHS_ADMIN@augusta.edu 10 days prior to event
  2. Yutong places request on Trello for approval
  3. Loomer reviews requests
  4. Yutong notifies requestor of approval via email cc: Loomer and Angela Scott
  5. After event, Advisor or Senator submits Reimbursement & Event Forms with receipts and sign in sheet of attendees* to Angela Scott or by email to: MCGAHS_ADMIN@augusta.edu.  All receipts/invoices must be itemized and show tax included and show a Zero balance
  6. Angela Scott submits to Deborah Pinion within 5 days: Itemized receipts, Reimbursement & Event Forms, Invoices, email approvals requesting payment
  7. OSMA and Academic Affairs submits to AUMA payment requests/reimbursements
  8. Events are not permitted until an approval from AUMA has been received

 

*NOTE:  Guests are more than welcome at MCGAHS dinners/event but please request separate receipts.

  • The first receipt/invoice for dinner must include only meals for MCGAHS participants and advisors (This is the receipt you will submit for reimbursement)
  • The second receipt/invoice for the non-MCGAHS affiliated dinner guests will not be submitted and will not be reimbursed by the Academic House Systems. (Do not submit this receipt for reimbursement)