Important Procedure Changes for COVID-19 Business Continuity

Due to COVID-19 and to ensure business continuity, the Office of Procurement & Business Services is making the following temporary policy/procedure changes:

In order to support faculty and staff in the performance of their duties as many work from home, Procurement and Business services will implement the following temporary changes to policy:

  1. Shipments to home addresses using PCard.  In order to ship specific items to a home address, the PCard holder must secure supervisor approval and approval from the PCard office (Pcard.ask@business.gatech.edu).  The PCard office will respond within 24 hours.
  2. The maximum limit for reimbursements as outlined in policy 5.2.1.5 is increased from $500 to $1,000.  Please note this is a temporary increase to accommodate the work increased numbers of faculty and staff working from home.  When normal on campus schedules return, the limit will revert to $500.  Also, per the policy please also ensure that this is only used when logistical or extenuating circumstances occur that preclude use of the Workday procurement process or PCard.
  3. For any requests for shipments that do not fall into the above two categories, please contact the procurement office through the Service Now portal.

Please note that in all cases, all shipments to a home address must be approved by the supervisor in advance.  This approval must be documented in the PCard request or the expense reimbursement.  Also please note that all IT purchases must comply with any other GT polices including IT standards ( for data security etc.).  Please ensure that your IT department is consulted before any IT devices are purchased.

Changes to Pay Cycles for Checks

Additionally, the Office of Procurement & Business Services has reviewed the frequency of pay cycles for checks and implemented the following changes:

Beginning the week of March 23, 2020, the pay cycle for checks will run twice a week, and will be mailed out or picked up on Wednesday and Friday. Campus users who have requested to pick up checks will be notified when checks are available for pick up. Please allow a representative from the Office of Procurement & Business Services to notify you before coming to pick up checks.

Checks will be available for pick up from the Office of Procurement & Business Services on Wednesday and Friday from 10:00 am – 3:00 pm. Checks that are not picked up after 5 business days from when a campus user receives notification will be mailed to the address on the check.

Payments to suppliers via ACH/EFT and Travel & Expense reimbursements to employees via direct deposit will not be impacted by this change.