(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.

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.

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 "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.

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. The turnaround time for payments to be processed once all of the steps below are followed is 5-10 business days. If you have any questions regarding this process, please contact AP Accounting through ServiceNow.

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.

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.

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.

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.

Form 1099-Misc is used to report payments to individuals who receive payment of:

​​​​​​ ​$10 or greater for payments of Royalties

 $600 or greater for:

• Rentals (meeting rooms, real estate, supplies, equipment and hotel rooms),
• Prizes, stipends and awards.
• Other income payments.
• Medical and health care payments.
• Payments to an attorney or for legal settlements.

Payments to most incorporated vendors, government agencies, and non-profit vendors are excluded from 1099-MISC reporting.

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. 

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.

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