Supplier Refund Checks

Accounts Payable processes supplier refund checks for various circumstances.

Accounts Payable processes supplier refund checks resulting from:

  • Overpayments 
  • Duplicate payments 
  • Billing corrections 

Refund checks must include one of the following references to ensure correct Worktag posting: 

  • Workday Invoice (INV) number 
  • Purchase Order (PO) number 
  • Expense Report number 
  • Spend Authorization number 

Refunds without references are deposited into the Georgia Tech General Account.

Where to Send Refund Checks

Mail to: 

Procurement and Business Services 
AP Accounting 
711 Marietta Street NW 
Atlanta, GA 30318 

Inter-office mail: 
Mail Code 0253 – Attn: AP Accounting 

Research Program Advances

Program advances may be requested to support research studies requiring upfront funding. 

General Requirements

  • All GT Program Advances requests must have the business purpose selected as GT Program Advances
  • Spend Authorization must include Start and End Dates 

Required Documentation

  • IRB Approval Form (Office of Research Integrity Assurance) 
  • Research description 
  • Participant list 
  • Supporting communications 
  • Appropriate spend category 

Approved Spend Categories

  • SC751115 – Services – Human Subjects 
  • SC751113 – Services – Participant Payment 

The Cash Advance Requested field must be set to “YES” to process payment. 

Stop Payment and Reissue Requests

Stop payment and reissue requests cancel an existing payment and issue a replacement.

Departments may request a stop payment when a check is:

  • Lost, stolen, or damaged 
  • Not received after 30 days 
  • Sent in error 
  • Not cashed within 180 days 

Requests must be submitted using the Business Services Void/Reissue Request Form. 

Required Information

  • Reason for request 
  • Check number, invoice number, or expense report number 
  • Payee name 
  • Remit address 

Processing time: Up to 5 business days 

Study Abroad Program Advances

Departments may request advances to support Study Abroad programs. 

Required documentation includes:

  • Detailed trip information 
  • List of expected expenses (must equal requested amount) 
  • Participant list 
  • Supporting communications 

Additional requirements:

  • Airfare must be booked through Travel Inc. 
  • Airfare should not be included in Spend Authorizations or Expense Reports 
  • Spend categories must match the expense type 

The Cash Advance Requested field must be set to “YES” to process payment. 

Ad Hoc Payments

Ad Hoc Payments are used for one-time payments that cannot be processed through a purchase order.

Examples

Required Documentation

  • Participant Payment Request Form 
  • IRB Approval Form 
  • Supporting communications 

Spend Categories

  • SC751115 – Services – Human Subjects 
  • SC751113 – Services – Participant Payment 

IRS Requirements

Participants receiving more than $599 in a calendar year must: 

  • Register in the Supplier Portal 
  • Provide a current W-9 form 

Departments must submit the required documentation as one PDF per payee to: apinvoices@gatech.edu and select the appropriate spend category in Workday.  

Group Meals and Events

Group meals and events must include proper documentation to support the business purpose.

Required information typically includes:

  • List of attendees 
  • Business purpose of the event 
  • Date and location of the event 

Departments must submit the Food/Group Meal Documentation Form through DocuSign when required. 

Rush Payments

Rush payments may be requested when an urgent payment must be processed sooner than standard timelines.

Submission Requirement

Departments must submit a Rush Payment Form and provide justification for the request. 

Approval Requirement

Approval is required before Accounts Payable can process expedited payments.

Foundation vs. Institute Payments

Certain expenses may be more appropriate for processing through the Georgia Tech Foundation rather than the Institute.

Examples

  • Donor-related expenses 
  • Foundation-funded events 
  • Certain hospitality expenses 

Departments should consult their financial administrator when determining the correct funding source.

Foreign Currency Payments

Payments to international suppliers may require foreign currency or wire transfers.
 

Departments must ensure:

  • The supplier is properly registered in Workday 
  • Banking information is accurate 
  • Required tax documentation is submitted 

The Workday Wire Transfer Form and related documentation may be required. 

Payment Turnaround Times

Standard payment timelines vary depending on the payment type and documentation provided.

Typical processing times

  • Invoice payments: Based on invoice terms and approval completion 
  • Participant payments: 5–10 business days 
  • Stop payment requests: Up to 5 business days 

Incomplete documentation may delay processing.