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Please read the following information carefully! If you have any questions afterward, please contact our program coordinator – NSURE@uga.edu.

Onboarding Processes

The following MUST be completed by the deadlines stipulated below. You will not be permitted in a lab without completing all requisite paperwork and processes.

Critical TasksPoint of ContactDeadline
Make your travel plans and notify NSURE of what those are.NSURE@uga.eduFriday, April 19, 2019
Complete and return the NSURE PARTICIPANT INFORMATION FORMScan and send it directly to NSURE@uga.edu.Friday, April 19, 2019
Complete the two-part background check. 1.) Follow the instructions outlined in an email you receive from Sterling Talent Solutions. 2.) Complete this GBI Consent Form and fax it to 866-865-0973.NSURE@uga.eduOpen
Sign and submit the Visiting Researcher/Scholar Visitor Agreement. NSURE@uga.eduFriday, April 19, 2019
Complete all electronic compliance and safety trainingLisa Kelly – lmkelly@uga.eduTo be announced
Register as a vendor with UGA (directions below).UGA Payroll – 706.542.0202, then prompt #2Friday, May 17, 2019

You are responsible for making your travel plans to and from Athens. Plan to arrive on campus on the first day of the program (Monday, May 25). The agenda for your arrival is detailed below.

CHECK-IN: Monday, May 25 from 12:00-5:00 PM at the Mary Lyndon Residence Hall – 310 Sanford Dr., Athens, GA 30605
CHECK-OUT: Saturday, July 21 by 12:00 PM

If you’re arriving by car, please park in the lot adjacent to Mary Lyndon Hall (310 Sanford Drive, Athens, Ga 30609-4211). Check-in will be in the lobby on the first floor. If arriving by plane, please see the FLYING + AIRPORT SHUTTLE section below.

NOTE: You will be reimbursed for a portion of your travel costs. You will be compensated for your arrival expenses sometime after orientation. Your return expenses will be reimbursed to you shortly after the end of the program. To ensure that your repayment is not delayed, please register as a UGA vendor at your earliest convenience (see VENDOR REGISTRATION below).

Hartsfield-Jackson Atlanta International Airport (ATL) is the largest airport close to Athens. It’s approximately 1.5 hours from Athens, so you will need to take a shuttle service from the Atlanta airport to the UGA Campus. Groome Transportation offers 23 shuttle rides daily between the Atlanta airport and UGA. Once you have your flight information, make a reservation with Groome (on their website or by phone 706-612-1155).  Ask to be dropped off at the Georgia Center at UGA.  Someone from the NSURE program will be there to greet you and bring you to your dorm. If you do not see your escort when you arrive at the GA Center, please call the NSURE Program Coordinator, Abigail Butcher – 706-399-5591.

If you are driving to UGA, your destination will be the Mary Lyndon Residence Hall310 Sanford Dr, Athens, GA 30605.

The NSURE program coordinators will be waiting for you in the Mary Lyndon Residence Hall lobby between 12:00-5:00 PM to help you check in. Please arrange your travel so that you arrive between 12:00-5:00 PM. Late check-in needs to be discussed with and approved by the program director. We have a UGA campus map for your reference.

If you need a parking permit, please contact the program coordinator to let her know – NSURE@uga.eduWith proper notice, you will receive your permit upon arrival.

You will be reimbursed for a portion of your travel costs in the form of a check approximately 2 weeks after you arrive. Your return expenses will be reimbursed to you shortly after the end of the program. (A check will be mailed to your home address.) To ensure that your repayment is not delayed, please register as a UGA vendor at your earliest convenience (see VENDOR REGISTRATION below).

Flight + Shuttle Reimbursement

After you register as a vendor, you can either scan and email your travel receipts to NSURE@uga.edu or you can bring them with you to orientation. Please note that plane ticket and shuttle receipts MUST show the ticketing information, the price, and payment. You will need these to be reimbursed.  Many times, a travel company will send an email with the itinerary, omitting the payment information. We need a document indicating that a fare has been paid to reimburse you. (The document will usually say something like, “Paid by Mastercard XXXX-XXX-XXX-###.)

Mileage Reimbursement

The UGA reimbursement amount is $.545 per mile. Google Maps will be used to determine the number of miles from the permanent address you give to the UGA campus. If you keep your car on campus, you will receive a UGA campus parking permit when you arrive.

In order to be paid your stipend and reimbursed for your travel, you MUST be registered in the UGA vendor system. If you do not register before you arrive on campus, your stipend check may be delayed.

IMPORTANT: If you would like to have your checks direct deposited, you will need to prepare two documents before you start the registration process below:

  1. The Supplier ACH form
  2. An account verification letter from your bank on bank letterhead. This is something your bank should be familiar with and will provide you if you ask for it.

You should have these two documents complete and scanned in as pdf files when you start the process, then you can attach them according to the instructions below.

Instructions
  • Register as a supplier at UGA. 
    • Start by going to this website – https://suppliers.uga.edu/
      • You want to start a new registration form
      • For type of business, choose “Individual”
        • Click next
      • Tax Identification number = your Social Security number
      • Entity name = your name
      • No need to fill in additional name or URL
      • “Please indicate types of products…”
        • Enter “None.  Stipend/reimbursement only.”
        • Next
      • Primary address
        • Use the address where you would have a check sent if one is sent this summer. Can be your permanent/home address, or your school address if someone would be there
        • Enter your email
        • Do not click any boxes under “Other addresses”
        • Next
      • Company contacts
        • Enter the same information as above
        • Contact type = “Remittance”
        • OK
        • Next
      • Payment Preference
        • Do NOT click on “Withholding required” or “Enable email payment advice”
        • For Payment method (choose one)
          • Automated Clearing House = Direct Deposit of your check into your bank account
          • System check = a paper check will be issued here at UGA and can be delivered to you here or sent to the address you entered above
        • If you choose system check
          • Click next
          • Read and agree to terms and conditions
          • Submit
        • If you choose Automated Clearing House
          • Fill in the requested information about your bank
          • Add the following attachments
          • Next
          • Read and agree to terms and conditions
          • Submit

**Once you create a vendor account, there is no way to log back in to augment your profile. Therefore, send any desired changes to onesource@uga.edu and UGA Payroll will update your account on your behalf.

Questions? Please contact Kim Brown in UGA Payroll – 706-542-0202, then prompt #2.

After you register as a vendor with UGA, you will then be eligible to receive your stipend, food allowance, and your reimbursement for travel.

You will receive a stipend for the summer. In addition to your stipend, you will receive a food allowance of $400 to defray the cost of groceries. Stipend, food allowance and travel reimbursements will be distributed over 5 checks.

Paperwork for your checks will be prepared and ready for you to sign when you arrive. Because it can take over a week for checks to be released by UGA Accounts Payable, you will need to have access to funds to cover your cost-of-living expenses for approximately two weeks after you arrive.

Please make sure you have sufficient funds before the first check. For check deposits and ATMs, Wachovia, SouthTrust, SunTrust, and Bank of America have ATM machines at Tate Plaza next to the UGA bookstore. There is also an ATM located in Russell Hall and the Ramsey Center. The stipend you’ll receive is pre-tax; however, you will not receive a W-2 form from UGA because you are not a UGA employee. Please report the stipend as income on your annual tax return.

You will be staying at the Mary Lyndon Residence Hall on the UGA campus. You will share a room with one other NSURE participant. The hall itself will be occupied by visiting students participating in other summer research programs.

In order to determine suitability, participants are to complete this form by the deadline stipulated. If problems arise during your stay, please contact NSURE@uga.edu.

A description of the residence hall and a typical room with a virtual tour can be found here. Guidelines for living in this newly refurbished dormitory will be provided to you upon your arrival. You are expected to abide by these guidelines. Bring towels and sheets (80” twin) or be prepared to purchase them at a local store on the arrival day. There is a common kitchen area in the building, however, you need to bring or purchase your own cookware and dinnerware. Your room does not have a refrigerator.

The Mary Lyndon Residence Hall has laundry facilities. Please have quarters for the machines.

You are responsible for most of your meals while on campus. You have a few options.

  • UGA Meal Plans. However, most students do not find them to be an economical option.
  • The Mary Lyndon Residence Hall on the UGA Campus has a common kitchen area. While we will provide the kitchen with some pots and pans, utensils, and dishes, you will be responsible for purchasing your own food. Each participant will receive a $400 food allowance to defray the cost of groceries. However, you will receive this first check, sometime after your arrival (possibly up to 2 weeks after orientation), so you need to budget accordinglyuntil you receive your first check.
  • The UGA campus is close to both the Five Points Area and downtown Athens, which have a variety of excellent and affordable restaurants. For more information, please refer to popular dining websites, such as Trip Advisor and Yelp.

You are also responsible for most of your travel during your stay. The following are several options you can utilize.

There is an official UGA app that has a lot of useful information about the campus and Athens in general.

You will receive your summer UGA student ID during orientation. The ID card can be used for Bulldawg Bucks for doing laundry, eating in dining halls, and purchasing from vending machines. You can also use the student ID to ride the campus buses for free. You can activate your ID card with Bulldawg Bucks near the Myers check-in desk. You have wireless internet in your rooms. All you need is your ID card and associated UGA MyID to access.

Your temporary UGA student ID will allow you to access the Ramsey Student Center for a small membership fee. This massive facility encompasses 420,000 square feet — the equivalent of 5.5 acres of building — and the variety offered is as vast as the area covered. Five gymnasia, three swimming pools, three multipurpose rooms, a climbing wall, ten racquetball courts, two international squash courts, a strength and conditioning room, a one-eighth-mile jogging track, an outdoor equipment rental room, and an outdoor resource center are all available under one roof.

It is the responsibility of the individual student to have their own health insurance. UGA does NOT provide insurance for participants in the NSURE program.

Initial Funds

Please made sure that you can financially support yourself for the first 2 weeks of the program until your first check arrives. Those expenses primarily relate to food and travel.

Linens

You will need to provide your own towels, extra-long twin bed sheets (80”), blankets, pillows, and a laundry bag. You can bring them with you when you travel, them to Athens beforehand (see address below), or purchase them when you arrive.

General Clothing

Summer in Athens is hot and humid, so plan accordingly. There are usually opportunities for outdoor recreation such as hiking, swimming, kayaking, etc. You will also need one business professional outfit for the closing research symposium.

Lab Clothing

Shirts that covers the stomach and lower back as well as the upper arms, long pants, shoes that completely cover the foot. And NO contact lenses. These requirements are for your personal safety in the lab. Please follow these guidelines closely.

Please note: the average temperature of Athens, Georgia in May, June and July is between 80 and 90 F, average raining days are approximately 10 per month.

Research Materials
  • Notebook, pen, and folder
  • Laptop

Detailed information about schedules will be distributed when you arrive. However, in general, you should expect to spend approximately 32 hours per week in your lab, and approx. 8 hours attending other program activities, including:

  • Journal Club – once per week
  • Training sessions on research ethics, lab notebook use, and computational methods
  • Field trips
  • Panel discussions
Arrival Day

After check-in in the Mary Lyndon Hall, students will meet at 5:30 PM at the entrance and go on a group shopping trip to stock up on groceries and other essentials. Program staff will provide transportation to a local Wal-Mart. On the way there, we will stop by dinner. You will be responsible for the cost of the dinner and your shopping.

Holidays + Absences

All lab absences (daily or holiday) should be cleared with your individual lab mentor. Unless your research requires that you be in the lab, Wednesday, July 4 is a holiday. Please check with your mentor to see if you will need to be present in the lab on that day. In leu of lab duties, you will participate in a joint social event with other undergraduate research experience students.

Connecting to UGA_Visitors_Wifi

The University of Georgia offers a self-service wifi network for guests and visitors, UGA_Visitors_Wifi. Guests can connect to this network through a self-service portal without contacting the Help Desk for a password.

  1. Navigate to the Wi-Fi settings area of the device you’re trying to connect, and select UGA_Visitors_Wifi from the list.
  2. After selecting UGA_Visitors_Wifi, your device should open up a web browser for you to sign into. If it does not do this automatically, navigate to your web browser and try to access a website of your choosing. The browser should automatically redirect to our access portal.
  3. You should see two options for gaining authorization on this network: email or SMS text. A verification code will be sent to you via one of these options.
  4. Choose your verification options, enter the appropriate contact information and proceed to the next page. You will receive a verification code via email or text, which you must enter into the box provided. You are now connected to the network.