Payment Request/Travel Submission Deadlines for Fiscal Year End

Campus Financial and T&E Administrators:

There are only a few weeks until the end of FY 2017! Please be aware of the following payment request submission deadlines, to ensure timely payments as we approach the close of FY2017.

Invoice and AP Payment Requests Submission Deadlines

  • All vendor approved invoices and AP payment request forms should be submitted by June 14, 2017 at noon to ensure payment in FY 2017. These include ePayments, recurring payments, honorariums, construction, subawards, student payments, and wire transfer requests.
    • Invoices must reference a valid BuzzMart PO#  with sufficient encumbrance balance
    • Invoices must have supporting documentation, and forms e.g food/group meal form
    • Receipts must be entered in BuzzMart for all POs > $3000 or where requested on the requisition.
    • All invoices in department WebNow queues that have been in the GT workflow for 30 days or more should be cleared out of the queues.
  • Deadline to approve all Voucher/Invoice Match Exceptions in BuzzMart, and enter appropriate receipts for goods and services $3,000 and above is by June 23, 2017 at 5PM.
  • Invoices that do not reference a valid BuzzMart PO will be scanned and routed to WebNow departmental invoice queues.
  • There will be no campus access to BuzzMart for Receipts or Match Exceptions from June 27, 2017(after 5pm) until July 3, 2017.
  • DO NOT “hold” paper invoices or other paper-based payment requests.  Submit all invoices to apinvoices@gatech.edu  with the PO# in the subject field of the email to be scanned into the invoice queue and accrued.

Travel and Expense Submission Deadlines

  • Deadline for Employee Payment Request Forms, and Travel Expense Reports (TES) for Nonemployees is by June 14, 2017 at noon to ensure payment in FY 2017
  • Expense Reports will be processed on a first-in, first-out basis through June 28, 2017 at 10AM.
  • Approvers and T&E Admins must review and take action on all TAs and Expense Reports in ‘Pending’ and ‘Supervisor Approved’ status.
  • Airline transactions included in the June 15, 2017 Travel Inc. /AirPlus invoice will be paid against FY2017 funds.
  • Registrations and airfare purchases being paid with state funds prior to June 30th for a FY18 conference/trip, will be posted to a pre-paid account.
  • Valid FY18 project ID must be provided at time of reservation for expenses to be posted to an FY18 project ID/expense account in July.

Payments

  • Final FY2017 AP payment run is on June 27, 2017 at 4PM
  • Final FY2017 travel reimbursements June 28, 2017 at 10AM
  • First FY2018 AP payment cycle for EFT, ACH and check payment is July 3, 2017 at 4PM

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