| - Organizational Changes in Administration and Finance
- Important Policy Updates
- Process Improvements in Procurement
- FY24 Important Deadlines
- Knowledge Resources and Information Sessions
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Organizational Changes in Administration and Finance
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Effective Feb. 1, Jim Fortner, vice president for Finance and Planning (F&P) and interim chief financial officer, assumed the role of vice president and deputy chief business officer and continue to report directly to Bolton. In this capacity, Fortner will advance how A&F delivers on the operational needs of a growing campus. During this transitional period, Fortner will continue to lead F&P until the next leader is selected.
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Updates to the Group Meals Policy Provide Better Alignment
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As stated last fall, the Procurement of Group Meals for Employees, Students, and Official Visitors Policy has been updated to better align with the Georgia Tech Foundation policy and the Office of the Controller’s Allowable Cost Matrix in relation to the Food Group Meal Form. As part of the updated policy, there is now an established limit of $100 per person/per meal for meal expenses. Any expenditure exceeding this amount will require additional approval.
The Food Group Meal Form previously provided documentation for all food/group meal purchases with institutional, Foundation and sponsored funds. The updated policy no longer requires food purchasers to include the Food Group Meal Form when Georgia Tech Foundation funds or Georgia Tech Research Corp. funds are used. Food purchasers must continue to provide the form when purchasing with institutional or sponsored funds.
If you have any additional questions or need support regarding this policy change, please contact ServiceNow.
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| Update to Personal Funds Policy Raises Reimbursement Limit
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Beginning Feb. 1, the Reimbursements for Purchases Made Using Personal Funds Policy has been updated to reflect a change in the personal reimbursement limit from $500 to $1,500.
Use of personal funds should be reserved for logistical or extenuating circumstances that preclude the use of Workday or PCard to make the purchase.
It is best practice to check with your departmental financial approvers prior to expending any personal funds regardless of dollar value.
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| State Accounting Office Announces Increase in Mileage Reimbursement Rate
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The mileage reimbursement rate for the use of private vehicles on official Institute business has been increased to $0.67 cents per mile and is applicable to travel that occurred on or after Jan. 1, 2024. Travel completed before that date will be calculated at the previous rate of $0.655 cents per mile (for July-December 2023).
The new mileage rate has been updated in Workday and will populate based on the “Expense Date” entered for travel effective Jan. 1. This change will not apply to any previously created expense reports and spend authorizations.
For additional information or questions, contact the travel team by creating a ticket via ServiceNow.
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| New Bot to Aide with Supplier Compliance
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Beginning Feb. 9, Procurement and Business Services will deploy another robotic process automation technology – or bot – to help request compliance documents from suppliers. This bot will help relieve some of the administrative burden on contract officers and move purchases forward in a more efficient manner.
The bot will email the supplier for the relevant documents 3 times – every 3 business days. The email will copy both the contract officer processing your purchase and the requester on the requisition. If you are the recipient of one of these emails, it is for your awareness only. No action from the requester is required.
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Workday Streamlines the Routing of Purchase Requisitions
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Procurement and Business Services (PBS) has streamlined Workday workflows to more efficiently route purchase requisitions that need signatures and are below the $2,500 threshold for Procurement to review. This change enables PBS to track all requisitions requiring a signature in Workday, rather than having to route in a separate system (i.e. ServiceNow).
If a requisition requires a signature, regardless of the dollar amount, the user will select the “Signature Required” in the Attachment Category (see image below). From there, the documents will be routed to Procurement for review and signature – even for purchases less than $2,500.
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Note: $0 requisitions are not possible in the Workday system. If you have a document requiring Procurement’s review and signature and is of $0 value, you will still need to create a ticket in Service Now.
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As we near the end of fiscal year 2024, it is important to abide by the following deadlines to help ensure a successful and timely close out.
Requests for Proposals
Friday, March 8, is the requisition deadline for FY24 purchases requiring Request for Proposals (RFP). Requisitions must be fully routed through departmental approvers and in the Procurement queue by close of business on Friday, March 8. All required documentation must be attached at the time of submittal.
Campus Design and Construction Projects
Infrastructure and Sustainability has recently published the following FY24 deadlines for planning, design, and construction (PDC) contracting activities. As a reminder, Procurement and Business Services’ close out deadlines for requisitions for purchase orders, statewide or agency contracts should not be substituted for the PDC dates below. PDC dates are subject to change upon the Office of the Controller’s final schedule. All are due (or placed in the queue) by 5 p.m. on the dates noted.
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- Project Request Forms: Friday, Feb. 16, is the final day to submit new Project Request Forms for projects to be encumbered with FY24 funds. If design has not been completed by Feb. 16, only design funds can be encumbered. To encumber FY24 funds for construction project requests, design must be completed by Feb. 16.
- Bidding and Advertising Requests: Friday, Feb. 23, is the last day to email bidding and advertising requests to contracting officers to encumber FY24 funds. Requests for Quotes or Proposals (RFPQs) take at least 60 days from advertising to award; hard bids take at least 30 days. It is important to factor in time to draft the contract, obtain required documents, and complete both contract and PO approvals in Workday.
- Contract Awarding and Change Orders: Friday, May 10, is the final day to submit contract awards and change orders in Workday to encumber FY24 funds. If bonds and increase riders are applicable, both must be included in the contracting package for funds to be encumbered.
- Invoices and Pay Applications: Friday, May 24, is the final day to submit design and construction-related invoices and pay applications in Workday.
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Knowledge Resources and Information Sessions |
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Financial and Workday Knowledge Resources
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Finance and Planning, in collaboration with the Office of Information Technology and the Administrative Services Center, has developed a comprehensive offering of financial and Workday knowledge resources to aid the entire financial community – especially new professionals – keep abreast of Georgia Tech’s financial operations including system and process changes.
View the resources at finance.gatech.edu/training-resources.
This collection of courses is designed to meet the needs for those who are new to Georgia Tech as well as those who may need a refresher. It also contains more advanced training for Georgia Tech financial professionals.
The “basic” training courses are listed below, and most are available in Georgia Tech learning management portal, unless otherwise indicated.
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- Accounting 101
- Workday Overview and Basics
- Procure-to-Pay High-Level Overview
- Procurement Policies and Procedures
- Fundamentals of Travel & Expense Reports at GT
- Accounts Payable Training
- Budget 101: The Colors of Money (videos on GT’s MediaSpace page)
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For those working in research administration, there is a robust research certification program that the Office of Sponsored Programs manages. More information available here: osp.gatech.edu/training
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| PCard Information Sessions
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PCard cardholders and PCard coordinators will begin submitting requests and managing information using ServiceNow with an anticipated go-live date in March 2024. This transition will replace submitting requests via pcard.ask@business.gatech.edu.
The PCard team will be available for in-person information sessions that will include demonstrations and Q&A. The first in-person session will take place on February 27, at 2 p.m. in the Procurement and Business Services office located at 711 Marietta Street. A schedule will be posted with other sessions throughout March. If you are unable to make an in-person time, virtual meetings will also be available.
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| Grants and Contracts Offers Helpful Information for PIs
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Since 2022, Grants and Contracts has developed a series of monthly articles to help principal investigators (PIs) and grant administrators navigate the complexities of their responsibilities. These one-page articles offer easy to follow information on policies and grants management best practices.
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| Travel Guidance: Know Before You Go
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If you travel in-state, out-of-state, or internationally on behalf of Georgia Tech, be sure you know before you go. Procurement and Business Services has created one-page summaries with essential travel guidance on authorizations, per diems, lodging and rental cars, and documentation required to accurately file your expense report. Click the links below to learn more.
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Procurement and Business Services Office Hours
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Weekly virtual office hours for the campus community to talk live with team members from Procurement and Accounts Payable to discuss any questions.
Wednesdays from 9 to 10 a.m.
Thursdays from 1 to 2 p.m.
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The Latest Buzz with Grants and Contracts
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Grants and Contracts hosts a monthly information session to provide post award research news and updates to the Georgia Tech research community.
Tuesday, Feb. 27
1 to 2 p.m.
Register here
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Monthly webinar series hosted by the Workday Enterprise Applications team dedicated to Workday Financials support for all Workday Financial users. This is a private Teams channel and access will need to be granted. Use code 8kitf6h.
Wednesday, Feb. 28
Noon to 1 p.m.
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March 18 – 22
Spring Break
No classes, assignments, or assessments.
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| March 19
Year End Town Hall
9 a.m. to Noon
Annual meeting to discuss processes, procedures, and deadlines for a successful year-end close.
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| May 2
End of Academic Term
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