In Workday, you can run the report “Find Problem Invoices by Organization-CR”. You can search by your 3-digit department number, the Supplier’s Invoice Number, or the INV in Workday. Please see the Knowledge Article "Find your Department's Problem Invoices". Campus Users will identify the specific problem directly on the invoice in the Activity Note. This process helps both the department and AP quickly understand what needs to be addressed to process the payment.

Better Reporting: Ensuring all invoices are entered into Workday improves the accuracy and comprehensiveness of our reporting
Better Visibility: Centralizing invoices in Workday enhances visibility across the organization
Single Source: Entering all invoices into one system eliminates the need to check multiple sources

Using the Activity Note feature to “@” mention the person who should correct the issue. This allows everyone in the department and Accounts Payable (AP) to see the communication, complete with date and timestamp. The department will “@” reply to update the AP Associate on the resolution or ask questions.

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.

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.

Beginning for calendar year 2020 1099-NEC is used to report payments of $600 or greater for non-employee compensation. Non-employee compensation includes payments for services to individuals who are not employees. Prior to calendar year 2020 non-employee compensation was reported on Form 1099-MISC. 

This process is for departments submitting human subject/research participant ad hoc payment requests. All human subject/research participant payments will be paid via an Ad Hoc Payment in Workday. Designate one individual from your area to submit all requests to prevent duplicate submissions. A detailed list of appropriate documents for submission is provided. All requests must be submitted to apinvoices@gatech.edu for processing.

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.

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 "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.