Payment Turnaround

Policy No: 
5.5.1.3
Type of Policy: 
Administrative
Effective Date: 
February 2011
Last Revised: 
August 2017
Review Date: 
August 2020
Policy Owner: 
Accounts Payable
Contact Name: 
Abbie Coker
Contact Title: 
Director of Accounts Payable & Travel
Contact Email: 
abbie.coker@business.gatech.edu
Policy Statement: 

Governor's Executive Order - Prompt Payment of Invoices
Georgia Tech is mandated by Executive Order of the Governor of the State of Georgia to pay vendor
invoices within 30 days from the latter of:

  • Invoice date
  • Date the invoice is received by Georgia Tech Accounts Payable
  • Date goods and/or services are received by Georgia Tech
Procedures: 

Departmental Approval Turnaround
Invoices are entered by Accounts Payable and processed against the PO reference on the invoice. Invoices that are delivered directly to the department by the vendor must be sent to Accounts Payable immediately to ensure timely record of receipt. Departments are responsible for entering receipts for all POs $3000 and over and are responsible for managing all invoices that are in match exception status. Delays in approval or receipt entry should be noted in the Comments of the BuzzMart PO; for example, “Goods received damaged 06/30/2011, replacement anticipated 07/05/2011.”
Invoices that do not reference a valid PO will be forwarded to the departmental invoice approval
Work queue in WebNow and should be approved using the payment request worksheet linked to the invoice image.

Payment Request Turnaround
Accounts Payable is responsible for completing payment requests within five calendar days of reciept of departmental approval and all other necessary requirements, to ensure prompt payment of invoices. . It may however be necessary incertain instances that additional processing is required. Therefore, departments should submit requests in time to allow at least calendar ten days for processing. Should this not be possible, see "Rush Payment Requests". If Accounts Payable cannot process the payment due to missing or incorrect information, Accounts Payable is responsible for alerting department within ten calendar days. Department will be informed of problem and provided with instructions regarding what is needed to complete the transaction.

Map of Georgia Tech

Compliance and Policy Management
760 Spring Street N.W. Suite 324
Phone: 404-385-0731