We are quickly approaching the year end close out for fiscal year 2022. Please be reminded of the following deadlines to ensure timely payments. It is imperative that the following deadlines are adhered to: 

Supplier Registration Deadline

The deadline for payees to submit a new supplier registration through the Supplier Portal for fiscal year 2022 requisitions and supplier invoices is Friday, May 13, 2022, at 5pm. Additional information regarding the supplier registration process is available in ServiceNow - Supplier Portal

Invoice and Supplier Invoice Request (SIR) Submission Deadlines

The deadline to submit all invoices and SIR’s for payment is June 10, 2022 at 5pm. This includes:

  • Supplier Invoices (must have a valid PO#)
  • Supplier Invoice Requests (SIR’s)
  • Honorariums
  • Ad Hoc Payment
  • Student Payments
  • Recurring Payments
  • Wire Payment
  • Utility bills

All invoices are to be submitted to apinvoices@gatech.edu

Invoices submitted that do not reference a valid PO# will not be paid

All PO’s must have sufficient funds for invoice payment

All required change orders need to be created

All receipts need be entered in Workday

All match exceptions need be cleared out of Workday

All invoices in WebNow queues need to be resolved and routed to “Approved for AP to Pay” by June 10, 2022 at 5pm

PLEASE DO NOT “hold” any invoices. Submit all invoices to apinvoices@gatech.edu 

Travel and Expense Submission Deadlines

  • The deadline for submitting all expense reports to the Expense Partners for payment is June 10, 2022 at 5pm.
  • All approvals must have been completed and the expense report must be awaiting action by the Expense Partners
  • All required receipts and documentation must also be submitted with approved expense reports
  • Cost Center Managers and Approvers need to review and take action on all expense reports with an ‘In Progress” status immediately so expense reports can route to the Expense Partners
  • Review the status of expense reports by running the” Find Expense Reports by Organization - CR” Report in Workday

Travel Authorizations

  • Deadline for spend authorizations to be submitted and approved is Thursday, June 23, 2022 at 5pm
  • There will be a mass close of ALL spend authorizations on Friday June 24, 2022 at 8:00 am
  • On Tuesday July 5, 2022, All spend authorizations with travel end dates of April 30, 2022 and after, which are fully approved and do not have an expense report associated, will be reloaded into fiscal year 2023 in an approved status
  • Funds for these spend authorizations will be committed in fiscal year 2023.
  • The reloaded spend authorizations will have a new spend authorization (AUTH-xxxxxxx) number and the old spend authorization (AUTH-xxxxxxx) number will be referenced in the memo field
  • Please note that spend authorizations entered in FY2022 for travel that will occur in FY2023, is in essence approving commitment of FY2023 funds

Payments

  • Final FY 2022 AP payment cycle run (ACH, EFT, Wires and checks) is on June 23, 2022 at 4pm
  • Final FY 2021 travel reimbursements payment cycle is June 23, 2022 at 4pm
  • First FY2022 AP and travel reimbursement payment cycles resume on July 5, 2022 at 4pm

For additional information, please submit a ticket via ServiceNow.

Please share this information with other administrative staff within your unit as needed.