Holiday Spending Guidance

Each year, the Georgia Tech community comes together to celebrate the holidays. This helpful guide has been created to provide important information on gift purchases and spending for holiday celebrations. For additional questions and information, contact ethicsfirst@gatech.edu. 

Click here to view guidance.

Jim Fortner Announces Retirement

After 27 years at Georgia Tech, the vice president and deputy chief business officer leaves a legacy of expertise and leadership across the Institute’s financial administration. 

FY26 Updates Available in Budget Guidebook 

The Budget Guidebook at Georgia Tech offers detailed guidance for academic and administrative leaders, budget officers, and their teams. It addresses all facets of budget development, including revenue and expense structures, planning processes, and assumptions.  

The Budget Guidebook been updated for FY26 and details both established and evolving budget and planning policies, incorporating changes from the Budget Reform initiative.

McMaster-Carr Catalog Now in eProcurement System  

The McMaster-Carr Punch-Out catalog, which offers over 700,000 industrial parts and supplies, is now available at Georgia Tech.

Comprehensive Guide to Equipment Spend Categories at Georgia Tech  

Managing equipment purchases efficiently is a vital element of compliance at Georgia Tech. Procurement and Business Services’ Property Control department has created a detailed guide to ensure proper accounting and classification of equipment.  
  
The Spend Category Guide was created to help minimize accounting adjustments and ensure accurate financial reporting at Georgia Tech. By following these guidelines, departments can effectively manage their equipment purchases and maintain proper accounting records. 
  
For any questions or further assistance, contact Property Control through the ServiceNow portal. 

Procurement and Business Services Pre-Winter Break Deadlines and Reminders

Accounts Payable Announces Invoice Payment Deadlines

All invoices, supplier invoice requests (SIRs), and ad hoc payments must be submitted to Accounts Payable by Friday, Dec. 6,  at 5 p.m. to ensure processing before winter break.

Expense Report Payment Deadlines

Expense reports must be submitted, approved, and awaiting Expense Partners approval by Friday, Dec. 6, at 5 p.m. for processing before winter break. 

Important Year-End Deadlines for Accounts Payable Settlement and Payments 

As we approach the winter break, it’s crucial to be aware of the upcoming deadlines for Accounts Payable (AP) settlements and payments. There are several key dates to be aware of that will ensure all transactions are processed smoothly before the break.

Guidelines for Submitting Event Agreements

Event agreements requiring review and signature should be submitted at least 10 business days before the event to allow time for compliance documentation and any necessary terms negotiations.

New Policy on Employee Travel Expense Reports Effective Jan.1, 2025

Effective January 1, 2025, employee travel expense reports submitted more than 60 calendar days after the completion of a trip or event will be classified as taxable income. This change aligns with compliance policies from Georgia Tech, the State Accounting Office (SAO), the University System of Georgia (USG), and the Internal Revenue Service (IRS). 

For questions or additional information, please submit a ServiceNow request to Expenses.    

Automated Approval for De Minimis Expense Reports

Effective Jan. 1, 2025, Procurement and Business Services will automatically approve non-sponsor funded expense reports of $500 or less, also known as "de minimus" reports. This streamlined approval process will not require changes to how campus users submit expense reports. 

Unit approval will still be required, and approvers must adhere to all relevant policies. Expense reports funded by grants or sponsored funds are excluded from this automation and will follow the existing approval process. 

For questions or additional information, please submit a ServiceNow request to Expenses.

Appointments Required for PCard Distribution 

From Nov. 1 to Jan. 7, PCard distribution will be by appointment only. The PCard team will contact cardholders when their PCard is ready and request a preferred date and time for pickup. Pickups will be scheduled Tuesday through Thursday, between 9 a.m. to 3 p.m. Appointments will be held at the Procurement and Business Services building, located at 711 Marietta Street. Further details will be provided upon booking your appointment. 

Non-Contracted Purchases 

Non-contracted purchases over $25,000 requiring a purchase order (PO) or signed agreement by the end of the calendar year should be submitted through Workday by Monday, Dec. 2, at 5 p.m. This will allow time for sourcing and PO issuance before winter break. This does not apply to contracted purchases with a relevant supplier contract (SCN#) in the Workday requisition. Enter requisitions as soon as possible to avoid delays.

For additional information, submit a ticket via ServiceNow. 

Compliance Corner

Compliance with Sponsored Programs

As we approach the end of the year, there are two topics that have been areas of focus on sponsored research by auditors.  We ask for your continued partnership in helping to enhance compliance. 

If you have questions on these topics, please reach out to Jason Cole in Commitment Accounting or Charles Derricote in Grants and Contracts Accounting. 

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