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- Important Updates to Georgia Tech Travel Policies
- Fleet Management Vehicle Service Billing Update
- Compliance Corner: Important Deadline Reminders
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Important Updates to Georgia Tech Travel Policies
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Georgia Tech has implemented two updates to its travel policies, effective immediately. These changes include a mandatory requirement to book all airfare through Travel Inc., the Institute’s official travel management company, and updated travel authorization procedures to improve documentation, compliance, and financial oversight.
These measures apply to all travelers—employees and non-employees—and are designed to align with audit recommendations and state policy requirements.
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Fleet Management Vehicle Service Billing Update
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Effective July 1, Fleet Management will begin enforcing the billing of all campus departments for vehicle labor associated with maintenance and repair services to help ensure cost accountability.
This change will only affect departments classified as resident instruction, given auxiliary and affiliate departments are currently invoiced in alignment with the funding responsibility chart and state requirements.
Labor charges for each service request will be billed directly to the requesting department. Departments are encouraged to review their vehicle budgets and service needs in preparation for this change.
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Important Year-End Deadline Reminders
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Fiscal year 2025 is coming to a close on June 30, and it takes a collective effort to achieve a successful and timely closeout
Additional year-end resources are available here, including the Fiscal Year-End Closing Review Checklist and Guide. The checklist is only required to be submitted to the Office of the Controller if significant items are disclosed. Unit financial officers should return the completed checklist or submit any questions to fy.review@gatech.edu by Monday, July 7 at 6 p.m.
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Purchasing and Procurement Deadlines
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- Friday, May 23, at 5 p.m., is the deadline for purchases for any commodity or service on a state or Georgia Tech contract, $25,000 or greater.
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Friday, May 23, at 5 p.m., is the deadline for purchases not requiring bids but requiring Purchasing Review (active contract not selected on requisition or non-contract), $2,500 – $24,999.
- Friday, May 23, at 5 p.m., is the deadline for change order requisitions, any amount.
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Friday, June 6, at 5 p.m., is the deadline for purchase order and purchase order line closure requests (open obligation report), any amount.
- Friday, June 13, at 5 p.m., is the deadline for requisitions not processed by Procurement and contracted purchases less than $25,000 (contract must be selected on the requisition), $24,999 or less.
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Friday, June 13, at 5 p.m., is the deadline for low dollar catalog purchases, $2,499 or less.
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Supplier Accounts and Expense Deadlines
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Friday, June 6, at 5 p.m., is the deadline for submission of invoices, supplier invoice requests (SIRs), adhoc payments, and wire transfers.
- Friday, June 13, at 4 p.m., is the last day to create and submit expense reports.
- Tuesday, June 17, at 4 p.m., is the last day to approve all invoice match exceptions in Workday and enter appropriate receipts for goods and services.
- Thursday, July 3, at 9 a.m., is when payments for fiscal year 2026 resume.
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| | Memorial Day
Monday, May 26
Campus Closed
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