Effective July 1, 2013, an E-Verify affidavit is required when any services greater than $2,499.00 are procured.

Yes. If the notary has a seal, the seal must be visible on the scanned or faxed copy. 

If the services are being performed outside the US, then they are exempt from completing an E-Verify affidavit. If the work (or service) is being performed in the US, contact the Procurement and Business Services (PBS) via ServiceNow to see if the E-Verify affidavit is required. 

PBS will obtain all required affidavits from vendors that are issued purchase orders (PO) in Workday. However, to expedite the processing of a requisition, end users may obtain the E-Verify affidavits on their own and attach it to the requisition. 

An E-Verify affidavit is required for each purchase order where services to Georgia Tech are greater than $2,499.00 unless the procured services is under a statewide or agency contract. E-Verify affidavits for contracted services are valid for the term of the contract. 

Yes, an E-Verify affidavit would be required since the PO exceeds $2,499.00. 

O.C.G.A. 13-10-91 allows for contractors, subcontractors, and sub-subcontractors to submit a driver’s license in lieu of the E-Verify affidavit if they have no employees. Please note that the driver’s license must be issued by a state within the United States that verifies lawful immigration status prior to issuing the driver’s license (Georgia driver’s licenses are therefore acceptable). 

If the "services" portion of the purchase is greater than $2,499.00, then an E-Verify affidavit is required. If the services are less than $2,499.00 (even if the total purchase is greater than $2,499.00), then the E-Verify affidavit is not required. 

Yes, an E-Verify affidavit is required. 

This is the date that the Federal Work Authorization Number was issued. 

This is the number issued by the E-Verify system to the vendor when they register.

See the list of common purchases that have been classified as services. Please note that this list is not all inclusive, and there are many services that are not on this list. If you have additional questions about this topic, contact PBS via ServiceNow.

A copy of the form is available on the E-Verify webpage. Other acceptable forms can be found on the Georgia Department of Audits and Accounts (DOAA) website.

Submit a ServiceNow request to PBS for all questions related to E-Verify requirements.

If you were performing your official state duties at the time of the alleged medical malpractice incident, then liability coverage is provided to you per the State Tort Claims Policy (TCP-401-14-19) and the General Liability Agreement (CGL-401-14-19), regardless of the date the claim or lawsuit is brought against you and/or Georgia Tech. However, if you should receive notice of a claim or lawsuit you must immediately provide these documents to the Georgia Tech Office of Legal Affairsto avoid jeopardizing your coverage.

If you are performing your official state duties at the time of the accident, then liability (bodily injury and/or property damage to others) coverage is provided to you per the State Tort Claims Policy (TCP-401-14-19). 

If you are performing your official state duties at the time of the accident, then liability (bodily injury and/or property damage to others) coverage is provided to you per the State Tort Claims Policy (TCP-401-14-19). 

The General Liability Agreement (CGL-401-14-19) can provide you with a civil defense for alleged civil rights violations in the workplace that were unexpected and unintentional. 

No, however, if you are renting a vehicle for travel through one of the in-state, statewide contracts with either Hertz or Enterprise or the inter-state statewide contract with Hertz, the Loss Damage Waiver is automatically included in the contract rental vehicle rate. 

See the Insurance and Claims page for information.

Loss due to mysterious disappearance or theft without visible evidence of forced entry or forced removal from a security device (e.g. cable lock) is not reimbursable under the State-Owned Building and Personal Property Agreement (PROP-401-14-2-19). The loss must satisfy the “Burglary” definition in the Agreement for coverage to apply. 

No. The Automobile Physical Damage Agreement (APD-401-14-19) only provides coverage for damage to state-owned vehicles. You should check with your insurance agent to verify whether your personal automobile insurance policy will cover any damage to your own vehicle while using it on Georgia Tech business. 

No. The injured passenger(s) will need to file a claim under their own health insurance policy and/or seek payment from the at-fault party. 

No, the State-Owned Building and Personal Property Agreement (PROP-401-14-2-19) only covers buildings and personal property (i.e. contents) owned by the State of Georgia (BOR/Georgia Tech). 

No, however, if the Georgia Tech employee was injured while performing official state duties, workers’ compensation coverage would be available to respond to the employee’s injuries. 

No, surplus items cannot be taken for personal use.

No, items cannot be donated to other organizations; all items must go through GA DOAS-Surplus. 

Surplus property is available to campus at no fee. You may make an appointment to view surplus property by calling the Asset Management services at 404-894-5000. All items must be picked up by you. 

Contact the Asset Management department via ServiceNow to get approval from the State before the item is disposed of. The Asset Management team can then remove it from your inventory. If the item is disposed of prior to obtaining approval, the item will remain in your inventory. 

Place all non-inventoried items on the Non-Inventory Surplus Form and submit via ServiceNow. Tagged assets should be submitted via Workday. 

The Asset Management staff can schedule a time to come by and view the items you have for surplus. If there are more items to surplus than our department can handle, you will be instructed on how to hire someone to bring the items to our warehouse. 

If surplus paperwork for missing items cannot be submitted for verification, items will remain on departments' inventory with a missing status. 

After receiving approval from the proper individuals in your area, contact Asset Management via ServiceNow. An asset management specialist will review the process with your department. 

Items arrive at our warehouse. We keep items for a limited period of time to allow other departments on campus to view them. After a given time period, we submit the items to the Department of Administrative Services Surplus Division for transfer. The items are transferred to another agency, sold, or placed for disposal. 

Submit a request to Asset Management via ServiceNow for a hard-drive bin. Once the bin is full, the department will need to submit a Non-Inventory Surplus Formto have the bin removed. All items are then secured and sent to the vendor for disposal (wipe clean/shredded). 

Visit the Surplus SharePoint Siteto view current surplus items. Access to this site is restricted to Georgia Tech faculty and staff. If you are already logged into Office 365, you will be automatically logged in. Please note that not all items are listed. 

711 Marietta Street NW 
Atlanta, GA 30332-0253 

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. 

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. 

Review policy 5.2.1.9, 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. 

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. 

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. 

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.

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 ServiceNow portal, following the Rush Policy (see the Rush Payment form) with all supporting documents and approved by Accounts Payable manager. 

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". 

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. 

Optical Character Recognition is a technology that converts various types of documents (scanned paper, pdf files, or images) into editable and searchable text. OCR analyzes the structure of the document, identifies characters, and converts them into machine-readable text.

The OCR solution automatically processes uploaded invoices by extracting key data fields using optical character recognition technology. It then creates a draft Supplier Invoice (INV) in Workday. These draft invoices are ready for review, editing, and submission by the Accounts Payable associate.

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. 

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. 

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. 

As of calendar year 2020, form 1099-NEC is used to report payments of $600 or greater for non-employee compensation( payments for services to individuals who are not employees).

Accounts Payable does not accept paper invoices set 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. 

The State of Georgia Procurement Card (PCard) is a valuable tool for quickly and efficiently purchasing and paying for small value items under $2,500.00. The PCard is issued through Bank of America to a qualified applicant of Georgia Tech.

Anyone with access to Workday can run a “Find PCard Transaction-CR”. This report has several prompts, which can narrow down a date range, verification status and one or more cardholders.

No. The correct process is to print and complete Bank of America’s Dispute Form, and fax that document to Bank of America. The fax number is included on the form. Cardholders have 60 days from the date of the statement on which the disputed transaction appeared to dispute a charge with the bank.

Disputes cannot be made with the bank until the charge has appeared on your statement. Before you can dispute the charge with the bank, you must make a sincere effort to work out the dispute with the vendor, which you must document. The bank may ask for the details of your attempts to reconcile with the vendor before they investigate a disputed charge.

Yes. The PCard may be used to pay for conference or workshop registration fees if it is held in the United States. All other travel expenses for an employee such as food, lodging, parking, etc., must be processed as normal travel expenses, and may not be charged on the PCard.

Yes, but make sure that you are using a secure site. One indication that a site is secure is if an "s" appears after http in the vendor URL (i.e. https://www). Another indication is a "lock" symbol appearing in the bottom left-hand corner of the website. Most secure sites place an announcement on their site.

The approver cannot make changes to the verification. If changes need to be made, the verification should be sent back to the cardholder with notes in the comment section of what needs to be edited.

The final submission of the transactions verification to the workflow and the attestation can only be done by the cardholder herself/himself, however, the preparation of the verification can be done by others. Anyone with Workday access can type “verify procurement card transaction for worker” into the search bar and be taken to a specific cardholder’s new transactions. This person can then fill in the business purpose, allocateto cost centers and driver worktags, and upload documentation.

Yes. There is a Workday app available for phones and tablets.

No, it's one receipt per transaction, but you can attach the same receipt multiple times if it lists multiple charges from the report. The receipt must match with the transaction amount, and if it does not, the cardholder must provide clarification.

Yes. When you receive your card, you will need to activate it with: 

1. Your verification ID, which can be found on the letter that comes with your new card 
2. The phone number associated with your card (listed on PCard Request Form). 

Cards that have been replaced as Lost/Stolen will need to contact PCard.ask@business.gatech.edu for activation information. 

The PCard team is available to assist you. Email: PCard.ask@business.gatech.edu.

No. Your personal credit is not affected in any way by using the Georgia Tech PCard unless you personally, fraudulently misuse the PCard. The Institute is responsible for all authorized charges.

We encourage you to report any suspected fraud, whether it is PCard related or not. Report suspected fraud via the Institute’s anonymous hotline, 1-866-294-5565, or the Ethics Point website. Including your name is optional on the Ethics Point website. This website and telephone number can also be used to report any type of suspected waste, abuse, or ethical issues, as well as any suspected fraud of any kind.

An overview of the card program, along with forms and training presentations, is located on PCard section of this website. 

Financial staff should regularly run the “Find PCard Transactions – CR” report to check on the status of the transactions for their cardholders and departments. This report will indicate which cardholders have transactions that need to be reconciled and submitted, transactions that are in the approval process, and transactions that have been fully verified and posted to the ledger.

Documentation will be retained in accordance with records retention and fund requirements. For transactions posted on or after October 28, 2017, this documentation will be housed in Concur and/or Workday. For transactions prior to October 28, 2016, statements with documentation must be kept by the department. 

Original receipts must be kept by the cardholder or department for one year per Georgia Department of Administrative Services (DOAS) Policy (rolling 12 months). 

In Workday, cardholders are associated with a department, but they can select any active cost center or worktag. Based upon where their transactions are allocated, the approval workflow automatically routes the verification to the approvers assigned to those cost centers and/or worktags. These approvers are then responsible for the review and approval of the transaction verification.

In both cases, you should give your PCard to your department's PCard coordinator. They will cut up the card and notify PCard administration that you are either leaving Georgia Tech or transferring to another department. If you are transferring and will need a PCard in your new position at Georgia Tech, then you will need to meet with your new department's PCard coordinator to complete a new application and employee agreement with the appropriate approvals.

There are a number of reasons why a charge may be declined. For example, you may have reached your monthly dollar limit or the individual charge may exceed your single transaction limit. You may have attemptedto purchase an item that is not allowed on the PCard. Often a charge can be declined because the vendor has keyed in your PCard information incorrectly, especially the expiration date. Your PCard may have been suspended, canceled, or expired for some reason. 

If none of the reasons above explain why the charge is not going through, get in touch with your department PCard coordinator, or email PCard.ask@business.gatech.edu. 

Please report this to the bank as soon as possible using their toll-free number (888-449-2273). Please review the last charge that you made with your PCard, so that the bank can give you credit for any fraudulent usage of the PCard.

Immediately contact the Bank of America’s Fraud Department at 1-866-500-8262. If your PCard has been compromised or used fraudulently, the bank will immediately cancel your account and reissue a new PCard. This PCard will be delivered to your statement address (the address listed on the original PCard Request form). The bank will also credit your account for any fraudulent charges that have been made. Make sure that you get all credits that you are due, and if necessary, sign the bank’s dispute form and return it to them immediately. 

Yes, contact PCard.ask@business.gatech.edu for assistance.

There is no standard daily dollar limit for using the PCard but every cardholder has a single transaction limit which they cannot exceed. PCard holders also have monthly or cycle dollar limits. These limits are decided by your department head in conjunction with the department PCard coordinator based on the estimated card usage. If the requested limit is available, the PCard will apply this limit to a card.

Yes, but to be certain that the food purchase is allowable it is best to review the policy Purchase of Food and Group Meals for Employees, Students, and Guests (5.2.1.9)

Workday has “alerts” in the upper right hand corner of the homepage. Here users can find notifications that they have new transactions or transactions that are aging that require their attention. The “Daily Digest” email generated from Workday and then emailed to users will also show when transactions are available to verify or approve.

You should mark out all the numbers except the last 4 digits. You should protect your PCard and PCard number at all times.

Contact the merchant for a possible duplicate and document your attempts. Complete the PCard Receipt Replacement Form which can be used on an exception basis.

Contact the vendor to notify them that Georgia Tech has an exemption certificate and have the vendor process a credit for the sales tax. Provide the vendor with the proper tax exemption form.

The process history will show that a verification was sent back, and the notes from the approver that correspond with that action. Workday will not, however, show exactly was actions were taken by the cardholder, only that the verification was resubmitted to the workflow. 

Only the PCard team can add documents to a transaction verification that has been fully approved. 

If a cost center is already set up with multiple approvers, the verification will be available to the other PCard cost center managers (PCCM). If there are no PCard cost center managers for that cost center, a delegation can be set up before the person’s absence begins. The delegation can only be to someone who already has the PCCM role in Workday and must be approved by the PCard team. 

Transaction limits are set by the State of Georgia. Large purchases that are over your transaction limit should be purchased on a purchase order (PO).

All transactions that post to the bank are automatically uploaded into Workday for review and approval. Users must perform all reconciliation in Workday, and there are no requirements that paper copies of statements be maintained (though paper receipts are required to be kept for 12 months after the purchase). If a user still would like to have a paper copy of their statement, they can contact Bank of America and request that one be sent. The default for all new and existing users will be paperless.

Auditors will be able to access all PCard transactions in either Works or Workday, without having to contact the departments. 

• Navigate to Find Supplier Contracts-CR via search 
• Enter Supplier Name; Hit Enter (select supplier name if more than one option appears) 
• Select OK 

Note: All statewide contracts are not in Workday. For a complete list of statewide contracts, please visit the Georgia Department of Administrative Services.

• Navigate to Find Requisitions via search, or the My Requisitions worklet. 
• Select Related Actions for the Requisition. 
• Hover over Requisition 
• Select Edit (to make changes) 

Note: Editing a requisition will withdraw the requisition and re-submit it into workflow.

The following roles may open/view the PDF version of the purchase order if they were in the requisition workflow: 

• Requisition (RQ) Initiator 
• RQ Reviewer 
• Cost Center Manager 

The supplier invoice approval will route to the cost center that is on the Purchase Order (PO).

A Document Search provides the ability to search purchase orders and invoices across dates relative to the current date (e.g., yesterday or last month). When doing this, users will be presented with search results that span across multiple document types. 
 

Note: Users must connect to supplier website in Workday to search for documents related to purchase orders and invoices. 

A Certification of Funding form is required for conference, hotel, or venue contracts with total costs of $25,000 or more. The form confirms that sufficient funds have been identified, authorized, and encumbered before the Institute signs the contract. It ensures the department can cover deposits, cancellation fees, and any other financial obligations. Additional approvals are required based on the total contract amount. The form can be found in the Procurement section of the Forms page.

No. The PO does not dispatch to the vendor when using a bill only form. 

If you plan to encumber funds, please attach the agreement to the requisition for signature. All contract agreements requiring a signature that do not require funds to be encumbered, should be forwarded to PBS via ServiceNow Incident Request.

Purchase orders that have goods lines and the total amount of the purchase order is $3,000 or greater require receipt. Receipts are part of Payments and Reimbursements’ 3-way match. The purchase order, receipts, and invoices must match for Payments and Reimbursements to pay invoices on a purchase order that is greater than $3,000.  

Note: Receipts are not required for purchase orders that have service lines or “bill only” purchase orders. 

RFID tags are barcode tags that have a radio frequency identification chip in them that use radio waves to identify an object.

During the traditional inventory process, a user must "see" the barcode to read it. Even with a barcode handheld scanner, our users usually need to have a line of sight to align the barcode towards a scanner for it to be read. RFID, by contrast, doesn’t require line of sight. RFID tags can be read as long as they are within the range of a reader. With the use of an RFID handheld scanner, our users will be able to collect inventory data more easily and efficiently.

Yes, you can update the location for the asset via Workday or the RFTrack.NET application. The change will sync overnight to the other application.

You will need to manually type the asset tag number by entering it on the handheld scanner.

The Android scanner constantly conducts live updates while attached to the Wi-Fi. Please do not conduct changes after 5:00 p.m. or your data will be lost. 

No, you may proceed in requesting the asset to be surplused without converting the old tag.

If you are unable to meet the 5 p.m. deadline, DO NOT attempt to upload after this time. The ITG staff and IT Financial Operations run processes after 5 p.m. and you can lose the data that you loaded in your scanner. Data is refreshed in RFTrack.NET every night. If you are unable to meet this deadline, wait until 8 a.m. the following day to perform an upload. 

If the asset is active in Workday and/or RFTrack.NET, try downloading sync again to ensure you have the latest updates. If the asset is not showing in Workday and/or RFTrack.NET, please contact Asset Management via ServiceNow for assistance.

Verify that you are using the correct password. The password for the handheld scanner is different from the password for the RFTrack.NET application on the website. Please refer to the email notes from the RFID follow-up training for the passwords.

Not likely, as all of our RFID tags are passive and will only transmit waves when powered by the reader. However, where equipment is located in sensitive room/lab environments, and even passive radio frequency waves could be a problem, we will make standard non-RFID barcode tags available.

Please visit the ServiceNow Guest link, then select Suppliers and Payees. Scroll down to Service Items and select Report Changes to Vendor Information, complete the form, attach a W-9, and submit.

A supplier registration is by invitation only. The invitation will be initiated by the campus contact and/or the supplier management team.

No. You must also register with the State of Georgia. Georgia Tech can only register you as a supplier with the Institute. For more information on registering with the State of Georgia, please go to: http://www.doas.georgia.gov.

An international supplier will be required to upload the respective W-8BEN or W-8BEN-E with their registration.

Not necessarily. Georgia Tech has negotiated discounted fares through Travel Inc. Contact us via ServiceNow – Expenses if you believe you’ve found a cheaper itinerary.

No. All airfare bookings made on or after May 16, 2025, must comply with the new requirements outlined in Air Transportation Policy 6.6.

Yes. You can choose either a personal or Direct Bill method of payment.

Yes, if they choose not to use Direct Bill.

Employees can submit a Single Trip Direct Bill Form to Travel Inc. via email to book airfare using Direct Bill as the payment method. Frequent travelers are encouraged to request Direct Bill access by completing the Concur Travel Access and Recurring Direct Bill Form.

No. The new policy is effective immediately. Departments must notify all travelers and assist non-employees with travel arrangements.

Contact us via ServiceNow - Expenses before booking independently so we can evaluate options.

Yes, for airfare reservations. It is optional for lodging or rental vehicle bookings arrangements.

All airfare for Georgia Tech business travel must be booked through Travel Inc., either via Concur or by contacting their agents directly. This requirement applies to both employees and non-employees traveling on official Georgia Tech business. 

No. Worktags must be entered manually for each booking. If the booking is made over the phone with an agent, they may refer to the Worktag stored in the employee’s profile, unless instructed otherwise.

Yes, for airfare reservations. It is optional for lodging or rental vehicle bookings arrangements. All airfare for Georgia Tech business travel must be booked through Travel Inc., either via Concur (access is granted to active GT employees only) or by contacting a Travel Inc. agent directly with a completed Single Trip Direct Bill Airfare Form. This requirement applies to both employees and non-employees traveling on official Georgia Tech business.

No. Employees can add the Frequent Flyer and TSA PreCheck numbers in the Concur profile under Travel Preferences. For non-profile users or non-employees, Frequent Flyer numbers can be provided on the Single Trip Direct Bill Airfare Form (Agent Notes) to be linked to the traveler’s booking arrangements.

No. All bookings must go through Travel Inc. For price discrepancies or if you believe you’ve found a cheaper itinerary, please submit a ticket via ServiceNow – Expenses.

Yes. Direct Bill is optional. You may choose to use a personal credit card within your Concur profile. If booking arrangements are requested via the Single Trip Direct Bill Airfare Form, do not include the Worktag, Spend Authorization, or Travel Authorization number. Instead, add the following to the Agent Notes: “Please contact the traveler to process payment with a personal credit card.” 

Route is the flight segment from the origin (departure city) to the final destination. 

Assessment: 

• For routes without connecting flights: the total flight time is assessed to determine eligibility. 
• For routes with connecting flights: only the total flying time is considered (excluding layovers), from the origin to the final destination as a single route. 

No, not all bookings require cost comparisons. However, cost comparisons must be documented in certain common scenarios, including but not limited to: 

• When personal travel is combined with a Georgia Tech business trip. A cost comparison showing the fare with and without personal travel must be requested and documented prior to booking. 
• When a higher-class airfare is selected and it does not meet policy requirements. 
• When a higher-class airfare is selected due to no availability. Example: no lower-cost options are available to meet the travel needs. 
• When the origin and return locations do not match. Example: Trip originates in Spain, travels to Atlanta, and returns to Costa Rica. 

NOTE: When cost comparison requirements apply, these are required to be included within the Expense Reports along with an itemized airfare receipt. Only the most cost-effective airfare will be reimbursed. 

Contact Travel Inc. via email at gatech@travelinc.com. Employees may also use the Concur Booking platform to view available fares. An alternative Spend Authorization number (AUTH-1234567) may be used to preview airfare options. However, a valid and current Spend Authorization is required at the time of booking.

Use the Single-Trip Direct Bill Form and request travel arrangements as a non-employee.

Justification is only required if booking within 14 days of travel. When practical, flights booked within 30 days of travel help manage cash flow and reduce the risk of potential change fees and administrative costs related to any subsequent change in travel plans. 

The traveler must pay the expense out-of-pocket and request partial reimbursement upon completion of the trip.

Family members are NOT allowed to use Georgia Tech’s discounted rates (through Concur or by calling Travel Inc.) or have their airfare paid by Georgia Tech via Direct Bill. 

For reservations that include family members, Travel and Expense recommends contacting Travel Inc. and clearly identifying: 

• The Georgia Tech traveler (who should use the discounts and Direct Bill) 
• The family members (who should not use Georgia Tech discounts or Direct Bill) 

This allows Travel Inc. to assist with booking airfare arrangements for the entire group while ensuring compliance with Georgia Tech policy. 

Travel Inc. can be contacted via email or phone. 

Email:

Single Request Needs: gatech@travelinc.com 

Group Travel Request Needs (10+ travelers): gtpcorporate@travelinc.com 

Phone:

8:30 a.m. to 5:30 p.m.: 770-291-5190 

After Hours: 877-548- 2996 

Submit a request for specific booking inquiries or issues. 

Virtual Office Hours are available:
 

Wednesdays 9 am - 10 am

Microsoft Teams meeting - Join on your computer or mobile app

Click here to join the meeting

Thursdays 1 pm - 2 pm

Microsoft Teams meeting - Join on your computer or mobile app

Click here to join the meeting

Each expense must be recorded by date, amount, and receipt. If multiple expenses are lumped into a single Expense Line item, the initiator must use the Itemization Tool to break out each expense by date, amount, and receipt. 

NOTE: All expenses, regardless of the amount or volume, must be itemized within the Expense Report. 

Use the actual date the expense was incurred or paid, except: 

• Lodging Expense should reflect the check-out date 
• Airfare Expense should reflect the return flight/date 
• Toll Fees should reflect the date the toll was incurred within the trip 
• Conference Registration should reflect the last day of the conference. If paid in advance, it should reflect the date the expense was incurred/paid 

On Workday’s Home page, click the left-hand Menu and, under Personal, select Expenses Hub. Then, click Expense Reports to view the desired report. Review the Expense Report Business Process tab to determine the report’s status: Approved, Canceled, Draft, or In Progress. The Expense Payment tab displays the payment information.

Travelers that have expense reports in an In-Progress status should log into Workday. In Progress status means the Expense Report has been submitted and is currently in approval workflow. After opening the Expense Report, you can view the awaiting action items under the Business Process tab. You may contact the person listed to expedite the processing of the Expense Report. 
 

Expense Reports awaiting action by Expense Partners are processed in a first in - first out basis. 

Expense Reports with the Conference/Seminar business purpose selection require an agenda. The agenda must be uploaded in PDF format, web links are not accepted.

For policy interpretation and review of allowable costs, submit a ServiceNow request. If the reimbursements appear to present a risk to the Institute or include personal expenses, contact the GT ethics hotline at 1-866-284-5565 or on the web at https://www.ethicspoint.com.

TBD

Utilize the Batch Single Trip Direct Bill form for groups of ten or more and follow the instructions to submit the request to the appropriate Travel Inc. Group Travel Team.

Travel Advances serve to assist Georgia Tech employees and grad students cover the out-of-pocket cost for travel associated with their professional responsibilities prior to reimbursement by Georgia Tech. Georgia Tech can only provide reimbursements for actual travel expenses after a trip has concluded. If an individual cannot float these costs until they are reimbursed, they can request a Travel Advance from GTRC before their trip based on their estimated expenses.

Any permanent employee of GT. Travel Advances cannot be requested for temporary employees or undergraduate students.

GTRC can fund any approved estimated expenses per the Spend Authorization except for airfare which must be direct billed through Travel Inc.

Email the following information to GTRC.Travel@gtrc.gatech.edu 

• Approved Spend Authorization from Workday which shows the breakdown of estimated expenses for the business trip 
• GTRC Request for Travel Advance Form 
• GTRC ACH Form (please ensure GTRC has the most up to date banking information for completion of the Travel Advance)

All forms listed above should be provided to GTRC at least 10 business days prior to the individual’s departure date. GTRC cannot guarantee rush payments for advances requested after this deadline unless the individual can provide support that they were not aware of the upcoming trip before that 10-day deadline.

Upon completion of the trip, the individual will have 20 business days to refund GTRC for the full Travel Advance. This allows the individual enough time to submit their actual expense reports to Georgia Tech and to then use those reimbursement funds to refund GTRC the Travel Advance.

Funds can be sent to GTRC via check or ACH/wire. Instructions for sending a wire/ACH will be provided when the Travel Advance is initiated. Checks must be sent to the secure bank lockbox at the following address: 

GTRC 
PO Box 100117 
Atlanta, GA 30384

Each month, GTRC will provide each School/Laboratory Director with a list of accounts that are significantly past due. If these accounts are not cleared within 10 working days, no advances will be issued to personnel of that school or laboratory until the delinquent account is cleared. The individual involved will not be issued Travel Advances for the next 12 months.

The following process applies to all travelers, if the lodging rate exceeds the $500.00 per night: 

Step 1: Is the lodging rate above $500 per night (excluding taxes and fees)? 

• If No, no approval is needed. Proceed with booking. 
• If Yes, go to Step 2. 

Step 2: Does the lodging rate vary each night? 

• If No, Go to Step 3. 
• If Yes, calculate the average rate for the entire stay. 
• If the average is less than $500, no approval is needed. Proceed with booking. 
• If the average is above $500, go to Step 3. 

Step 3: Is the hotel the event’s hosting location or a recommended hotel for the event? 

• If Yes, document this in the Expense Report notes, include supporting proof that the event took place there, and proceed with booking. 
• If No, go to Step 4. 

Step 4: Approval Request Process: 

• Submit a ServiceNow Request to Travel & Expenses to justify the booking need. 
• Document consideration of more cost-effective lodging options and provide an explanation if none apply. 
• Request an approval from the Director of Payments and Reimbursements and Travel or the Executive Director of Procurement and Business Services. 

To enter a daily per diem rate for a specific date range within an Expense Report, search for "Meals Per Diem" as the Expense Item. For both employees and non-employees, options for Domestic and International (Expense Reports Only) rates will be available. 

Use the “Custom” option only in circumstances where the standard Meals Per Diem selections cannot accommodate the situation (e.g., when using various Worktags). A justification is required when using the Custom option, along with a screenshot of the applicable Meals Per Diem rate to support the reimbursable amount.

Daily Per Diem Rates:

• In State (Georgia) - Full Daily Per Diem is $50.00, per SAO policy. Breakfast = $13.00, Lunch = $14.00, Dinner = $23.00
• Out of State and International: Visit the DoD website. Use the CONUS Lookup for Continental States, and the Foreign & Non-Foreign OCONUS Lookup for other locations.

Note: Eligibility applies to all Meals Per Diem rates. Travelers are eligible for only 75% of the total day's per diem rate on the first and last day of travel.

The start and end dates of your meals per diem should reflect the entire trip. Only business travel dates are eligible for reimbursement; personal travel dates must be marked as “Not Eligible.” 

 Example: 

Jane Doe traveled 9/1/25 – 9/10/25. The conference ran 9/2/25 – 9/5/25. 

Start Date: 9/1/25 

End Date: 9/10/25 

Meals eligible for reimbursement: 9/1/25 through 9/5 or 9/6, depending on the expected completion of business. 

Meals not eligible for reimbursement: 9/6 (if not business), 9/7 – 9/10.  

Yes, but a cost comparison, with and without personal travel must be completed and documented prior to booking. Reimbursement will be limited to the lowest airfare cost.

Yes, you may use Direct Bill. However, a cost comparison must be requested and documented prior to booking. 

The comparison must be attached to the Expense Report when the Airfare – Paid by GT – Direct Bill Expense Item is claimed as a personal expense, to support that the amount charged to Georgia Tech was the most cost-effective fare. 

Yes, the airfare can be booked. However, Direct Bill must NOT be used as the form of payment. The traveler must pay for the airfare using personal funds and may seek reimbursement only up to the cost of the most economical fare. A cost comparison must be requested and documented prior to booking. This comparison must be attached to the Expense Report to support the reimbursement amount.

Remind them that non-compliance may result in non-reimbursement. Reshare the policy information as needed. Any policy violation must be documented within the Expense Report, including the reason for the violation, and an acknowledgment and understanding of the policy breached. 

Detailed information about Travel Policy can be found at the Travel Policy page of the Georgia Tech Policy Library. 

The Hertz Contract number is #2018737, and the Enterprise Contract number is #03W1179. Both vendors allow only Georgia Tech employees aged 18 and over to rent vehicles for official GT business travel. 

The rental rates include Collision Damage Waiver (CDW) and Loss Damage Waiver (LDW) insurance if the vehicle is rented under the statewide contract number and within the following parameters: 

• Enterprise:  Reservations must originate in-state (Georgia). All Georgia locations apply. 
• Hertz:  In-State: Only valid at the Atlanta Airport or Capitol Hill locations. Out-of-State: Only valid at airport locations. 

Note: Any rentals that fall outside the three parameters listed above must include CDW and LDW insurance coverage and these are eligible for reimbursement. 

What insurance is included on the State of GA mandatory rental car contracts? 

LDW (Loss Damage Waiver) and CDW (Collision Damage Waiver) is included at no additional cost. The traveler must rent with the contract number for insurance coverage to be in effect. When traveling internationally, travelers should obtain all insurance coverage offered. Questions regarding insurance coverage should be directed to the Insurance and Claims department at 404-894-3483. 

Yes. Submit a $0.01 Spend Authorization for all official Georgia Tech travel out-of-state.

Submit the Spend Authorization as soon as possible with justification for the violation. 

All employees active on payroll have access to the Travel and Expense System (Workday Financials and the Concur Booking platform) via TechWorks. Training is not required to gain access; however, training guides and job aids are available on ServiceNow – Expenses. 

Spend Authorizations and Expense Reports can be submitted through Workday, while airfare, lodging, and rental vehicle bookings can be arranged through Concur. 

Run the EBBR - Expense Budgetary Balance Report – GTCR report for Gift or Designated Worktag funds. Run the SABER report for Grant Worktags. 

In the Review and Submit tab, select the Split column to split lines by Amount or Quantity. Then, specify the amounts or quantities, enter a memo, and select specific worktags for each split.

Review the “Receipt” Knowledge Article in ServiceNow.

• Navigate to Find Requisitions via search, or the My Requisitions worklet. 
• Select Related Actions for the Requisition
• Hover over Requisition 
• Select Edit to make changes (Note: Editing a requisition will withdraw the requisition and re-submit it into workflow)
• Select Cancel to cancel the requisition

To check the status of a requisition and purchase order in the approval process: navigate to the “My Requisitions” worklet. In the far-right column of each requisition, a brief status will be displayed. For a more detailed report, select the requisition and scroll to “Process History.” This drop-down will display the status of each approval step the requisition has undergone, as well the person associated with each step. Workday automatically sources the requisition to a purchase order upon its approval.

All GT employees are provided access to Workday upon hire with the following security roles: Employee as Self; Cost Center Financial Analyst; GT Sponsored Report Viewer Role.

You can make changes to PO’s that are not on contract or from a hosted catalog vendor by completing a Change Order Requisition in Workday. You can request the following changes for any non-contract/catalog PO: 

• Add a line 
• Increase or Decrease Line Amount 
• Change Driver Worktag or Spend Category 
• Cancel Line, Cancel Purchase Order 
• Close Purchase Order 

Review the “Change Order Request” Knowledge Article in ServiceNow.

All invoices must be emailed to apinvoices@gatech.edu. Visit Payments and Supplier Services to learn how to submit an invoice.

Complete a Workday Security Roles Request form in ServiceNow.

Login here to view Workday Financials Training Courses. This series of tutorials equips Georgia Tech professionals with the skills needed to complete financial tasks in Workday.