This process is for departments submitting human subject/research participant ad hoc payment requests. All human subject/research participant payments will be paid via an Ad Hoc Payment in Workday. Designate one individual from your area to submit all requests to prevent duplicate submissions. A detailed list of appropriate documents for submission is provided below.

Use the Wire Transfer Request Form to send funds in foreign currency.  Please note the funds in foreign currency on the form and currency exchange will be performed by the bank at time of transfer.

Use the “Find Supplier Invoice for Campus – GTCR”, this report helps with researching POs with multiple invoices keyed on the PO lines. Search by the PO # to view the status of all invoices associated with the PO. If one invoice in exception due to a receipt or change order, it will show all other invoices affected.

Review policy 5.2.1.9 "Purchase of Food and Group meals for Employees, Students and Guests", AND the Food/Group Meal Procurement Grid on the Food Policy page to ensure you are following the right steps (activity, allowable participants, funding sources, purchasing methods and any other additional requirements). Then submit a Food/Group Meal Event Documentation Form to Accounts Payable, in addition to the vendor invoice and Workday Bill Only PO to apinvoices@gatech.edu.

If you receive an invoice that is not associated with a PO and the invoice is less than $5,000, use the Bill Only Requisition in Workday. No PO will be sent to the supplier. Use that PO # to approve the invoice and route to apinvoices@gatech.edu. If a PO is not provided the invoice will be sent back to the department.

International supplier require additional documentation and review prior to establishing a purchase order or initiating payment. Please see the Accounts Payable Nonresident Alien Forms Bank for specific guidance regarding payment for services, honoraria, reimbursable expenses and fellowships.

Accounts Payable will automatically update supplier remit addresses based on the remit address noted on the supplier invoice. Suppliers can also submit a ServiceNow ticket to request an update to the supplier address on file.

If an invoice or Supplier Invoice Request (SIR) is properly completed, approved, and appropriate documentation is included, turn-around time is generally 3-5 business days from when AP receives it. New supplier set-up can take an additional 3 days.

Urgent payment requests must be submitted through the ServiceNow portal, following the Rush Policy (see the Rush Payment form) with all supporting documents and approved by Accounts Payable manager.

Payments of at least $600 or more for:

See the Controller's Allowable Cost Matrix for detailed information.  Purchases and reimbursements using foundation funds should be processed through the Institute using standard payment requests procedures. The only payment categories that should be processed directly through the GT Foundation (via the GT Foundation Check Request) include entertainment, holiday events, retirement events, gifts, alcohol, and extraordinary expenses.