Consultants, coaches, speakers, and other service providers must be paid through the appropriate Georgia Tech procurement and payment process.

Before the Service

  • Confirm funding. Make sure your organization has sufficient funds available or that the applicable SGA bill has been approved.
  • Contact SOFO before making a commitment. The procurement/payment process must be initiated and approved before the consultant, coach, or speaker begins providing services.
  • Do not sign a contract or agreement. Student organization members may not sign contracts, agreements, offers of intent, or other legal documents on behalf of Georgia Tech.
  • Confirm supplier registration. If the consultant, coach, or speaker does not have a Georgia Tech vendor number, ask them to complete the Supplier Registration process in advance.
  • Provide the required documentation. Submit the vendor's invoice, quote, agreement, or other documentation requested by SOFO. SOFO will determine the appropriate procurement and payment process based on the type and amount of the service.
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Payment Processing

The appropriate procurement method must be established before the service begins. Depending on the circumstances, the payment may require a purchase order, PCard, or another approved Georgia Tech payment method.

If payment is needed on the day the service is provided, submit the required documentation to SOFO at least two (2) weeks before the event or service date to allow sufficient processing time.

Important

  • Do not pay a consultant, coach, or speaker with personal funds and request reimbursement.
  • Do not make a commitment to a service provider before the required procurement approval has been obtained.
  • Do not sign a contract or agreement on behalf of Georgia Tech.
  • The service provider must complete Georgia Tech's supplier registration process when required.
  • Invoices must be submitted according to Georgia Tech's applicable payment procedures.

For general purchasing requirements, including procurement methods, purchasing approvals, and reimbursement restrictions, see the Purchasing Procedure.