Frequently Asked Questions (FAQs)

What is the status of my invoice payment?

To check the status of your invoice payment you can go to the Payment Inquiry page. Select Financials, and then select Supplier, PO, & Invoice Inquiry. This inquiry tool provides detail for all invoices scheduled for payment. If no matching PO/Invoice Payment Records are found please submit a ServiceNow request.

For Georgia Tech Workday users, enter supplier invoice number and navigate to the INV # to check current status. You may also use the “Find Supplier Invoice for Campus – GTCR” report, this report helps with researching POs with multiple invoices keyed on the PO lines.

How can a supplier/payee sign up for electronic payments?

(EFT/ACH) Electronic payments can be made by registering through Georgia Tech's Bank of America Paymode ACH process: http://www.paymode.com/gatech. All active employees are automatically set up for EFT payments based on enrollment in EFT for payroll.

What are the payment terms for invoices and Supplier Invoice Request (SIR)?

Payment terms are net 30 days for trade suppliers, consultants and sub-contractors based on payment terms from the State of Georgia. Payment terms for refunds, reimbursements, honoraria, utilities and registration are "pay immediately".

Where should suppliers mail invoices and/or can invoices be sent to Accounts Payable electronically?

Accounts Payable does not accept paper invoices sent via mail. All invoices are to be delivered to apinvoices@gatech.edu. All invoices are to reference a valid PO and must be in PDF format. You can include multiple attachments, but only one invoice per attachment should be sent as an email attachment to apinvoices@gatech.edu, to be electronically scanned into our imaging system. Contact the person that placed the order to secure a PO # prior to submission of the invoice.

Is Georgia Tech exempt from sales/use tax?

Yes, Georgia Tech is exempt from sales/use tax for goods received in Georgia. Sales tax exemption forms are available for the State of Georgia and certain other states.

What payments should be processed directly through the Georgia Tech Foundation?

See the Controller's Allowable Cost Matrix for detailed information. Purchases and reimbursements using foundation funds should be processed through the Institute using standard payment requests procedures. The only payment categories that should be processed directly through the GT Foundation (via the GT Foundation Check Request) include entertainment, holiday events, retirement events, gifts, alcohol, and extraordinary expenses.

What types of payments are reportable to the IRS on 1099 misc. form?

Payments of at least $600 or more for:
• Rentals (meeting rooms, real estate, supplies, equipment and hotel rooms),
• Services performed by someone who is not an employee.
• Prizes, stipends and awards.
• Other income payments.
• Medical and health care payments.
• Payments to an attorney or for legal settlements.
• Royalties
Payments to most incorporated vendors, government agencies and non-profit vendors are excluded.

Once Accounts Payable receives an invoice or Supplier Invoice Request (SIR), what is the turn-around time?

If an invoice or Supplier Invoice Request (SIR) is properly completed, approved, and appropriate documentation is included, turn-around time is generally 3-5 business days from when AP receives it. New supplier set-up can take an additional 3 days. Urgent payment requests must be submitted through the Service Now portal, following the Rush Policy with all supporting documents and approved by Accounts Payable manager.

How can I update the remit payment address for a supplier?

Accounts Payable will automatically update supplier remit addresses based on the remit address noted on the supplier invoice. Suppliers can also submit a ServiceNow ticket to request an update to the supplier address on file.

What documentation is required to process a payment to a foreign supplier or international payee?

International supplier require additional documentation and review prior to establishing a purchase order or initiating payment. Please see the Accounts Payable Nonresident Alien Forms Bank for specific guidance regarding payment for services, honoraria, reimbursable expenses and fellowships. Typically, supplier/individual set-up is initiated via the IRS W-8 form, rather than the Supplier Profile Form. For more information regarding policies and procedures for paying an international supplier, please submit a ServiceNow ticket.

I have an invoice for goods/services that did not initiate with a Workday PO. How can I get this paid?

If you receive an invoice that is not associated with a PO and the invoice is less than $5,000, use the Bill Only Requisition in Workday. No PO will be sent to the supplier. Use that PO # to approve the invoice and route to apinvoices@gatech.edu. If a PO is not provided the invoice will be sent back to the department.

How do I make a payment for a group meal or event that includes food and beverage?

Review policy 5.2.1.9 "Purchase of Food and Group meals for Employees, Students and Guests", AND the Food/Group Meal Procurement Grid on the Food Policy page to ensure you are following the right steps (activity, allowable participants, funding sources, purchasing methods and any other additional requirements). Then submit a Food/Group Meal Event Documentation Form to Accounts Payable, in addition to the vendor invoice and Workday Bill Only PO to apinvoices@gatech.edu.

How do I handle an invoice or voucher that is in a match exception status in Workday?

Use the “Find Supplier Invoice for Campus – GTCR”, this report helps with researching POs with multiple invoices keyed on the PO lines. Search by the PO # to view the status of all invoices associated with the PO. If one invoice in exception due to a receipt or change order, it will show all other invoices affected.

How do I send a payment in foreign currency?

Use the Wire Transfer Request Form to send funds in foreign currency. Please note the funds in foreign currency on the form and currency exchange will be performed by the bank at time of transfer.