GT Procurement Manual: Provides comprehensive policies, procedures, and guidelines for conducting procurement activities at Georgia Tech.

DOAS (Department of Administrative Services) Exempt List: Identifies commodity and service categories that are exempt from competitive bidding requirements under state purchasing rules.

Purchase Order Terms and Conditions: Outlines the standard legal terms, expectations, and obligations associated with Georgia Tech purchase orders.

Statewide Contracts: Lists contracts available through DOAS for commonly purchased goods and services. 

Subaward vs. Procurement Resource Guide: Helps determine whether a transaction should be processed as a subaward or a procurement action based on scope and intent.

Sustainable Procurement Guidelines: Provides recommendations and best practices for incorporating environmentally and socially responsible purchasing decisions.

***Does not exempt user from using mandatory state contracts.

Note: Split orders are prohibited.

Amazon Catalog: Explains how to access and place orders through Georgia Tech’s Amazon Business catalog for approved purchases.

America To Go: Guides users on ordering food and catering services through the America To Go platform in compliance with Institute policy.

CAI Ordering Instructions for IT Employees: Provides instructions for IT staff on ordering hardware and technology through the CAI contract.

Campus Guidance FAQ for BPM 3.4.4: Answers common questions related to Business Procedure Manual 3.4.4 and its impact on procurement practices.

Copy Machine Requisition Guide: Outlines the steps and requirements for submitting requisitions for copiers and multifunction devices.

Formal Bid/RFP Proposal: Describes the process for initiating and managing formal solicitations such as bids and requests for proposals.

Procurement Job Aids for Workday (ServiceNow): Offers quick-reference guides and resources to support procurement tasks within Workday and ServiceNow.

Temp Services Reqs 101

Step 1: 

Obtain a quote/proposal/invoice/etc. from the supplier.  For example, if you need 1 person to work 40 hours a week x $10/hr x 52 weeks = $20,800.

Step 2:

Create (1) blanket Requisition/PO for the entire fiscal year to encumber the funds.

• Make sure that you select Procurement Requisition and enter the information on a Service Line in Workday.
• It is best practice to enter requisitions into Workday BEFORE an event occurs, so that the vendor will have the PO before they deliver services/goods.

Workday Role Requests: Explains how to request or modify procurement-related roles and access within the Workday system.

Allowable Cost Matrix: Identifies which expenses are allowable, unallowable, or require special consideration when using Institute funds.

Campus Technology Request (CTR): Provides a centralized portal for submitting and tracking requests for campus technology purchases and approvals.

Employee vs. Independent Contractor

Federal and state tax and labor laws require the Georgia Institute of Technology to ensure that individuals who provide services are correctly classified as employees or independent contractors.  Proper classification of an individual will determine Georgia Tech's tax withholding and reporting obligations.

Individuals who perform services for Georgia Tech are presumed to be employees unless the relationship, supported by documentation, satisfies the Internal Revenue Service (IRS) and state law standards for an independent contractor status. Individuals who receive a Form W-2 from Georgia Tech should be paid as an employee for all services provided and typically should not also receive a Form 1099 from Georgia Tech.

Georgia Tech's Procurement and Business Services Department works collaboratively with Georgia Tech Tax Compliance, Legal Affairs, and Human Resources staff to determine the classification categories of individual payments.

Georgia Tech Human Resources (GTHR) has simplified the Employee vs Independent Contractor Classification checklist submission process to one intake form. 

The updated intake form has simplified two forms into one, initiated by the worker performing the service. After the intake is completed, it is routed to the unit's HR department for review and GT Payroll, where a decision (independent contractor or employee) is made. Once completed, a DocuSign form is automatically created and routed for necessary signatures. After all signatures have been collected, the final document can be attached to the requisition in Workday.

Employee-Independent Contractor Classification Checklist (intake form)

NOTE: Individuals who are located outside the United States AND are NOT U.S. citizens or permanent legal residents (green card holders), must follow the Affiliates and Employees Outside the United States process. 

For questions or additional guidance, contact unit's HR department.

Equipment Spend Category Guide: Defines how equipment purchases should be categorized for accurate reporting, budgeting, and compliance purposes.