All purchases must be processed through SOFO unless the purchase qualifies for a reimbursement exemption under Georgia Tech Policy 5.2.1.5.
Personal-fund reimbursement is not automatic. A purchase being less than $1,500 does not by itself make it eligible for reimbursement. Reimbursement is permitted only when the expense meets the requirements or allowable exceptions established in Georgia Tech Policy 5.2.1.5.
Before Making a Purchase
Contact SOFO before making any purchase.
SOFO will determine the appropriate procurement method based on the type of purchase, funding source, and applicable Georgia Tech requirements.
This may include:
- PCard
- Requisition/Purchase Order
- Vendor payment
- Other approved procurement methods
Do Not Purchase First and Assume You Will Be Reimbursed
Students should not use personal funds simply because:
- The purchase is under $1,500
- A personal credit card is more convenient
- The student wants credit card rewards or cashback
- The student did not allow enough time for normal procurement
These circumstances do not by themselves qualify a purchase for reimbursement.
When May Personal-Fund Reimbursement Be Permitted?
A non-travel expense may be reimbursed only when it meets the requirements of Policy 5.2.1.5.
SOFO may approve in certain applicable circumstances such as:
- A PCard was unavailable and a requisition could not be made.
- The vendor would not accept a PCard or Purchase Order.
- Emergency circumstances occurred.
- Documented logistical barriers prevented normal procurement.
The $1,500 amount is a reimbursement limit, not permission to make a personal purchase.
Allowable Reimbursement Exceptions
Certain expenses may be reimbursed under the policy without the additional approval required for other non-travel personal-fund purchases.
These include:
- Travel expenses for individuals
- Conference and meeting registration fees
- Business travel telecommunications
- Custodial fund purchases
- Study abroad expenses incurred during overseas activity
- Qualifying research participant payments under $75 per person
- CRC/ORGT trip-leader reimbursements
- Allowable food and beverage supplies purchased at retail stores
- Business-center supplies, printing, and shipping incurred while on travel status
If You Need to Pay a Person or Service Provider
Contact SOFO Before Making Any Commitment.
Do not use personal funds to pay:
- Speakers
- Consultants
- Coaches
- Performers
- Service providers
- Rental providers
- Other individuals providing services
These payments must be processed through the appropriate Georgia Tech procurement/payment process.
If You Have Already Made a Purchase Using Personal Funds
Do not assume the purchase is reimbursable.
The expense must meet the requirements of Policy 5.2.1.5 before reimbursement can be processed.
If reimbursement is permitted:
- Complete the appropriate reimbursement or approval form.
- Attach the itemized receipt.
- Provide proof of payment when required.
- Obtain Financial Officer approval.
- The Financial Officer will submit the approved request to SOFO through Engage.
- SOFO reviews and processes reimbursement.
Financial Officers cannot approve their own reimbursement requests.
Travel Expenses
Travel expenses are handled separately under Georgia Tech's travel policies and may be reimbursable when the applicable requirements are met.
Note:
Any purchase above $2,499 will be done through Workday. Therefore, the vendor has to be registered with Georgia Tech. If they are not registered, request them to visit Tech's Supplier Registration website.
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