This is to inform of the upcoming Pre-Winter AP & Travel Deadlines. Procurement & Business Services will continue to process all invoices and expense reports for payment before the winter break. Please take note of the important deadlines below:

Payment of Invoices

All invoices, Supplier Invoice Request (SIR’s), and ad hoc payments are to be submitted to Accounts Payable by Friday December 9, 2022 at 5pm so as to be processed before winter break.

Please ensure receipts are entered or a change order is initiated so invoices can be cleared out of match exception and processed for payment. Please resolve the invoices in your department WebNow queues as well and route then back to AP by selecting  “Approved for AP to Pay”.

Please note that the Accounts Payable Team does not have the ability to pay an invoice in the following scenarios:

  • Receipts are not entered in Workday by the end user.
  • Purchase order has insufficient funds and requires a change order.
  • No Purchase Order created for the invoice.
  • PO is closed

If you have any invoices within your department, please forward them immediately to apinvoices@gatech.edu with the Workday PO# so they may be processed for payment. Please do not hold any invoices!

Payment of Expense Reports

All expense reports are to be submitted, approved and awaiting Expense Partner approval by Friday December 9, 2022 at 5pm so as to be processed before winter break

  • The Travel Team will continue to process travel expense reports on a first in first out basis until the final settlement but cannot guarantee reimbursement after the above deadline
  • We currently have a high volume of expense reports in “Draft” and “In Progress” status. Expense Preparers are to assist employees and departments with submitting expense reports in draft status. Managers and Cost Center Managers are to approve expense reports that are “In Progress” status in a timely manner

Please be reminded that employees are to submit all expenses for reimbursement and reconciliation within 10 days of the completion of the event or trip but no later than 45 calendar days. Expenses submitted more than 60 calendar days after completion of the trip or event, if reimbursed, may be considered as taxable income per the IRS.

AP Payment Deadlines

  • The final AP settlement run for checks prior to the winter break will be Thursday December 22, 2022
  • The final AP settlement run for ACH and EFT prior to the winter break will be 12 noon Friday December 23, 2022
  • Wire Transfer requests should be submitted by 12 noon on Tuesday December 13, 2022, in order to be routed to Treasury for approval and funds transmitted prior to the winter break
  • All rush payment requests must be received by 4:00 pm on Tuesday December 13, 2022.  Please ensure the supplier is set up, complete backup documentation is attached, work tags and spend categories are correct, and rush form has appropriate approval PRIOR to submission.
  • All ‘pick up’ checks are to be picked up by 12 noon on Friday, December 23, 2022

For urgent needs, or additional information, please submit a ticket via ServiceNow. We will make every attempt to accommodate your request and process all payments prior to the winter break, however, this cannot be guaranteed. Normal processing will resume on January 3, 2023.