Type of Policy
Administrative
Policy No
5.5.1
Effective Date
Last Revised
Review Date
Policy Owner
Accounts Payable
Contact Name
Abbie Coker
Contact Title
Director of Accounts Payable & Travel
Contact Email
abbie.coker@business.gatech.edu
Reason for Policy

The purpose of this policy is to provide guidelines on the submission of invoices for payment by Suppliers (trade vendors for goods and services, consultants, independent contractors) conducting business with the Georgia Institute of Technology, while also ensuring compliance to the University System of Georgia, State Accounting Office and Institute payment policies.

Policy Statement

All invoices submitted for payment by Suppliers must be sent directly to Accounts Payable with a valid Georgia Tech purchase order number.

Scope

All Suppliers conducting business with Georgia Tech, and all Georgia Tech employees, (includes faculty, staff, students and employees) submitting invoices for payment on behalf of the Supplier.

Policy Terms

Supplier

Trade vendors for goods and services, consultants, or independent contractors conducting business with Georgia Tech.

Procedures

5.1 Invoice Submission

Invoice Submission

Invoices are to be sent with a valid Georgia Tech PO number to apinvoices@gatech.edu.

Invoice Submission for Office of Sponsored Programs(OSP)

Invoices are to be sent with a valid Georgia Tech PO number directly to Office of Sponsored Programs (OSP).

5.2 Payment Terms

Payment Terms

Payment Terms are net 30 days from date of invoice, receipt of goods, or receipt of correct invoice, whichever is later, unless stated otherwise in the supplier’s agreement.

Responsibilities

All Georgia Tech employees, (includes faculty, staff, students and employees) submitting invoices for payment on behalf of the Supplier are to ensure invoices are submitted with a valid Georgia Tech PO number to apinvoices@gatech.edu.

Enforcement

Suppliers who are found in violation of the policy are at risk of delayed payment or not receiving payment for goods or services rendered.

To report suspected instances of ethical violations, please visit Georgia Tech’s Ethics Hotline, a secure and confidential reporting system, at: https://secure.ethicspoint.com/domain/en/report_custom.asp?clientid=7508

Policy History

Revision Date

Author

Description

12/2020

Accounts Payable

Updates to align with Workday

02/2011

Accounts Payable

New Policy