This communication will help streamline how you receive communications about updates and improvements to our financial systems, administrative processes, and policies. We understand that the nature of financial administration at Georgia Tech can feel complex. While we work to simplify and improve these processes, we also want to take this opportunity to proactively equip you with the knowledge and tools to help make your job a little easier to perform. 
 
Your partnership in improving the administrative experience at Georgia Tech is much appreciated. I encourage you to submit your feedback to finance@gatech.edu. 
 
Wishing you and yours a joyous and restful holiday season! 
  
Thank you, 

Fiscal Year 2025 Budget Development Cycle Underway 

Institute Budget Planning and Administration recently released guidance on the FY25 budget development process. This includes information about the Board of Regents’ amended FY24 and FY25 budget request and updates on the budget development process for FY25.

One important change for FY25 requires all new funding requests to be submitted using the New Expense Request Form (NERF) – an online submission tool that will save time, reduce spreadsheet use and distribution, and increase transparency. Training for those who prioritize and approve new budget requests will occur in January. All NERFs are due Jan. 31.

FY24 Institute Asset Inventory Update 

Know Before You Go Travel Guidance

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 travel guidance with essential information on authorizations, per diems, lodging and rental cars, and documentation required to accurately file your expense report. Click the links below to learn more. 

• Domestic In-State Travel
• Domestic Out-of-State Travel 
• International Travel

PCard Forms Transitioning to ServiceNow

In 2024, PCard cardholders and PCard coordinators will be able to submit requests and manage information, currently routed via DocuSign and email, using ServiceNow.  

The goal is to retire the following forms and use ServiceNow to pre-populate and more efficiently route these PCard transactions to help streamline the associated administrative tasks: 

• New Cards 
• Internal Transfers 
• PCV Cancellation 
• PCard Cancellation 
• Limit Increase 

This transition to the centralized ServiceNow platform will provide the transparency and efficiency needed to accurately track PCard metrics, assist in ensuring policy compliance, and enable more efficient data-driven decisions. Plus, this digitized approach to capturing and routing information will reduce the emails, paper, and time associated with managing PCard transactions.  

The PCard transition to ServiceNow is expected to launch in March, and the PCard Office is working on training guides and aids to assist with the transition to ServiceNow. More information will be shared as soon as it is available.

Procurement and Business Services Continues to Streamline Requisition Approvals 

As communicated earlier this year, Procurement and Business Services (PBS) is making strides to simplify and streamline the process for low dollar purchases by removing Cost Center Manager approvals for certain purchases. Beginning this spring, PBS will continue to expand this approach to all purchases under $1,000 on all funding types including Grant and Gift funds. 
 

This step will advance the Institute’s efforts to improve administrative processes and reduce the transactional burden associated with purchases.   

PBS is currently conducting extensive testing and plans to launch this expanded streamlined approach in March. More information will be shared as soon as it is available.  

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