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Use these guidelines to help ensure your student organization's financial transactions are processed correctly and on time.

Do's

  • Do submit funding and purchasing requests in advance. Allow sufficient time for SOFO to review and process your request.
  • Do make sure sufficient funds are available before submitting a request.
  • Do make sure your budget or applicable SGA bill has been approved before spending SGA funds.
  • Do initiate the appropriate purchasing process before making a purchase or committing to a vendor.
  • Do provide all required information and supporting documentation with your request.
  • Do keep track of your organization's transactions and reconcile them with SOFO records when necessary.
  • Do make checks payable to Georgia Tech or Georgia Tech Foundation, as applicable.
  • Do deposit checks and other funds received by your organization promptly.
  • Do contact SOFO when you are unsure how to process a transaction.

Don'ts

  • Don't spend SGA funds before the budget or applicable SGA bill has been approved.
  • Don't use personal funds to purchase goods or services that should be processed through Georgia Tech's purchasing process.
  • Don't pay consultants, coaches, speakers, or other service providers with personal funds and request reimbursement.
  • Don't make a purchase or commit Georgia Tech funds before the required approval has been obtained.
  • Don't sign contracts, agreements, or other documents that create an obligation on behalf of Georgia Tech unless you have the appropriate authority.
  • Don't purchase goods or services from a vendor that is not authorized or properly registered when supplier registration is required.
  • Don't purchase products displaying Georgia Tech trademarks or logos from an unlicensed vendor.
  • Don't submit incomplete, inaccurate, or invalid documentation.
  • Don't wait more than 60 days to deposit a check into your organization's account.
  • Don't deposit an invalid check. Your organization's account may be charged a returned-check fee.
  • Don't purchase or bring food to Georgia Tech without following the applicable food-purchase and approval requirements.
  • Don't make commitments to vendors or service providers before completing the required purchasing process.

Need Help?

If you are unsure whether a purchase or payment is allowable or how it should be processed, contact SOFO before making the purchase or commitment.

For detailed requirements, refer to the applicable SOFO procedures for Purchasing, Reimbursements, Payments, Food Purchases, and Consultant, Coach, or Speaker Payments.