A vendor payment is used when Georgia Tech needs to pay a vendor directly for goods or services.

What is required?

Submit the appropriate SOFO Purchase Request with the vendor's invoice or quote, and other required documentation.

A vendor invoice should include:

• Vendor name
• Invoice number
• Itemized description of the goods or services
• Quantity and/or unit price
• Date of service or delivery
• Total amount due
• Payment terms

The invoice must be billed to Georgia Tech, 711 Marietta Street, Atlanta, GA 30332

The vendor may also need to complete Georgia Tech supplier registration before payment can be processed. Please contact your SOFO accountant to verify if the supplier is registered at Georgia Tech.

Payment processing

Once the request and supporting documentation are received, SOFO will review the request and process the payment using the appropriate Georgia Tech payment process.

Do not pay the vendor with personal funds when SOFO can process the payment directly. 

For information about whether a purchase should be processed as a vendor payment, PCard, or requisition, see the Purchasing Procedure.

The Georgia Tech Procurement Card (PCard) may be used by SOFO for eligible purchases.

Examples of purchases that may be processed using a PCard include:

• Subscriptions
• Registration
• Supplies and materials
• Food and catering
• T-shirts and promotional materials

The PCard cannot be used for certain purchases, including:

• Motor vehicle fuel
• Travel and lodging
• Cash advances
• Gift cards

How does a PCard purchase work?

1. Submit the purchase request through Engage.
2. SOFO reviews the request and determines whether the PCard is an appropriate payment method.
3. Follow the instructions provided by your SOFO Accountant to complete the purchase.
4. Provide the final receipt and any required supporting documentation.

Purchases must be shipped to an approved Georgia Tech address.

When making an eligible purchase, inform the vendor that the purchase is for official State of Georgia purposes and should be exempt from applicable state and local sales tax.

Do not use your personal card for a purchase that SOFO has instructed you to process using the PCard.

Some purchases are processed through Georgia Tech Procurement using a requisition and Purchase Order (PO).

The Purchasing Procedure explains when a purchase must use this process. Once the purchase request has been approved for requisition processing, the payment process generally follows these steps:

1. The organization verifies if the supplier is registered at Georgia Tech. If not, the organization sends them the registration link.
2. The organization submits the required purchase request and supporting documentation through Engage.
3. SOFO reviews the request and submits it to Procurement when required.
4. Procurement issues the Purchase Order.
5. The vendor provides the goods or services AFTER the Purchase Order has been issued.
6. The organization submits the proof of goods delivery (packing slip or picture) or confirms the service. Students should verify that all goods were delivered in good condition.
7. The vendor submits the final invoice to apinvoices@gatech.edu.
8. SOFO may also submit the invoice for payment through Georgia Tech Accounts Payable.

Do not receive goods or services before the required Purchase Order has been issued.

Vendor registration

Vendors may need to be registered with Georgia Tech before a Purchase Order or payment can be processed.

Contracts

Contracts involving Georgia Tech must be processed and signed through the appropriate Georgia Tech process.

Student organization officers should not sign contracts or agreements on behalf of Georgia Tech.

For purchasing requirements and thresholds, see the Purchasing Procedure.

An Internal Transfer is used when an expense is paid to an eligible Georgia Tech department or campus unit rather than to an outside vendor.

Examples include:

• Technique advertising 
• Blueprint advertising 
• Ferst Center / Office of the Arts 
• Student Center services or room reservations 
• PCS Printing Services 
• Craft Center 
• Institute or department charges 
• Facility charges 
• Georgia Tech Parking & Transportation 
• Other eligible Georgia Tech departments or campus services 

How does an Internal Transfer work?

1. Obtain the applicable invoice, service information, or other documentation from the Georgia Tech department. 
2. Submit the required request through Engage. 
3. SOFO verifies the organization's available funds and the appropriate payment method. 
4. SOFO coordinates the Internal Transfer with the applicable Georgia Tech department. 

Do not pay a Georgia Tech department or campus service with personal funds when an Internal Transfer is available.

Payments to individuals or service providers require special processing through Georgia Tech.

Examples include:

• Speakers  
• Consultants  
• Coaches  
• DJs 
• Bands 
• Photographers  
• Instructors  
• Referees  
• Performers  
• Other service providers 

Plan ahead

Service and honorarium payments should generally be submitted at least 3–4 weeks in advance to allow sufficient time for procurement, supplier registration, and payment processing.

The service provider may need to complete Georgia Tech supplier registration before payment can be processed.

Service and Honorarium are not reimbursable.

Service and honorarium payments are processed through the appropriate Georgia Tech procurement and Accounts Payable process.

For requirements regarding when a service payment is necessary, see the Purchasing Procedure.

Purchase reimbursement is a payment method available only when reimbursement is permitted under Georgia Tech policy.

The Purchasing Procedure explains when personal-fund reimbursement may be permitted. A purchase made with personal funds is not automatically reimbursable.

See the Purchasing Procedure

If reimbursement is permitted

The reimbursement process requires appropriate documentation, including:

• Itemized receipt 
• Proof of payment, when required 
• Required reimbursement or approval documentation 

The reimbursement request must be submitted through the SOFO process.

Approval process

1. The payee initiates the reimbursement request using the applicable SOFO reimbursement process. 
2. Required documentation is provided, including the itemized receipt and proof of payment when required. 
3. The Financial Officer reviews and approves the request. 
4. The Financial Officer submits the approved request through Engage for SOFO processing. 

A Financial Officer cannot approve their own reimbursement request (It has to be approved by the RSO president or vice president).

Already paid with personal funds?

If you have already made a purchase with personal funds, do not assume that the purchase will be reimbursed.

Submit the required reimbursement documentation so that SOFO can review the expense under the applicable Georgia Tech requirements.

Purchase Reimbursement Procedure

Purchase Reimbursement Request

Exemption Approval Request