This page provides key tax, compliance, and payment information for doing business with Georgia Tech. Review the sections below to ensure you have the correct information and meet all requirements before completing a transaction.
Tax Information
Georgia Tech Tax ID
Tax ID: 58-6002023
Use this number when completing tax-related documentation or when requested by a supplier.
State Sales Tax Exemption
As a State of Georgia agency, Georgia Tech is exempt from sales tax for goods received in Georgia. Sales tax exemption forms must be provided to suppliers before purchasing. Georgia Tech completes the required information on the form and provides it to the supplier for their records.
Download the appropriate state tax exempt form from these options:
- Georgia Tax Exempt Form
- Florida Tax Exempt Form
- North Carolina Tax Exempt Form
- Ohio Tax Exempt Form
- Tennessee Tax Exempt Form
- Virginia Tax Exempt Form
- Washington State Tax Exempt Form
Other States
If Georgia Tech has a physical location in a state not listed above, a sales tax exemption may be available. To request a review, submit a ServiceNow request to Supplier Accounts and include the following information:
- Office location
- Type of procurement
- Estimated annual spend for taxable supplies or equipment
Limited Sales Tax Exemptions for Federal Research Contracts
Georgia Tech has limited sales tax exemptions for purchases made under U.S. government research contracts in the following states: Arizona, California, and Utah. To determine whether your purchase qualifies for a full or partial exemption, email Sonja Christmas (sonja.christmas@business.gatech.edu) before completing your purchase.
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E-Verify Affidavit Requirement
Under Georgia law, vendors providing services greater than $2,499.00 to Georgia Tech are required to submit an E-Verify affidavit prior to services being procured. This requirement has been in effect since July 1, 2013.
The E-Verify affidavit verifies that the vendor is registered and participating in the federal E-Verify program.
When Is an E-Verify Affidavit Required?
An E-Verify affidavit is required when:
- The services portion of a purchase exceeds $2,499.00
- A purchase order (PO) for services exceeds $2,499.00
- Recurring service payments individually under $2,499.00 total more than $2,499.00
- A change order increases a PO total above $2,499.00
- Goods and services are bundled together and the services portion alone exceeds $2,499.00
An E-Verify affidavit is required for each qualifying purchase order unless the services are provided under a statewide or agency contract. For contracted services, the E-Verify affidavit is valid for the term of the contract.
Exemptions
- If services are performed outside of the United States, an E-Verify affidavit is not required.
- If services are performed in the United States by a foreign company, vendors or campus users should contact PBS via ServiceNow to determine whether an E-Verify affidavit is required.
- Contractors with no employees may submit a valid U.S. driver’s license (issued by a state that verifies lawful immigration status) in lieu of the E-Verify affidavit, in accordance with O.C.G.A. 13-10-91.
Submission Process
For purchase orders issued in Workday, PBS will obtain required E-Verify affidavits directly from vendors.
To help expedite requisition processing, campus users may obtain the completed E-Verify affidavit from the vendor and attach it to the requisition.
Faxed or scanned copies are acceptable, provided the notary seal is visible. Visit the Contact Us page.
Required Information on the E-Verify Affidavit
Vendors will need:
- Federal Work Authorization Number
- Date of Authorization (the date the number was issued)
- Federal Work Authorization User ID or E-Verify Company Identification Number
What Qualifies as Service?
A list of common purchases classified as services is available below. This list is not all-inclusive. If you are unsure whether your purchase qualifies as a service, submit a ServiceNow request to PBS for clarification.
| Types of Purchases that are "Physical Performance of Services" | Considered a service and therefore requires an Affidavit? |
|---|---|
| Armored Car Services | Yes |
| AV Installations | Yes |
| Call Center Services | Yes |
| Catering Events | Yes |
| Chartering Services | Yes |
| Chemical Laboratory Services | Yes |
| Composition of an original work of art | Yes |
| Construction | Yes |
| Consulting Agreements | Yes |
| Copier Leases (no maintenance or maintenance less than $2500) | No |
| Copier Maintenance (for GT owned copiers - not for leased copiers under statewide contract) | Yes |
| Elevator Maintenance | Yes |
| Employment Agency and Search Firm Services | Yes |
| Event Planning Services | Yes |
| Field Research Services | Yes |
| Fire Alarm System Maintenance and Testing | Yes |
| Hazardous Material Services - includes biomedical waste removal | Yes |
| Honoraria | No |
| Hospitality Services (including wine and cheese events) | Yes |
| Hotel and Conference Rentals (without catering/ AV Services or with catering/ AV Services that are less than $2500) | No |
| Hotel and Conference Rentals which include catering and AV services (recommend getting a quote which show separate costs for room rental and catering/AV services) | Yes |
| Interior Design | Yes |
| Interpreters | Yes |
| Janitorial Services | Yes |
| Landscaping Services | Yes |
| Laundry and Linen Cleaning Services | Yes |
| Memberships | No |
| Mailing Services | Yes |
| Management Services (examples: Bookstore management, project management, etc.) | Yes |
| Moving Services | Yes |
| Parking Services/ Maintenance - including striping and pressure washing | Yes |
| Pest Control | Yes |
| Photography | Yes |
| Piano and Instrument Tuning Services | Yes |
| Public Works | Yes |
| Repairs to Equipment which involve billable labor (if parts are involved - recommend getting a quote which shows separate costs of labor and parts) | Yes |
| Registrations (conference etc.) | No |
| Rent Payments | No |
| Sanitizing and Disinfecting Services | Yes |
| Security Services | Yes |
| Seeding Services | Yes |
| Teaching and Instructional Services | Yes |
| Termite Inspections | Yes |
| Testing and Calibration Services | Yes |
| Tour Guide Services | Yes |
| Towing and Hauling Services | Yes |
| Utility Payments | No |
| Waste and Trash Services | Yes |
| Wood Grinding/Mulching Services | Yes |
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International Documentation
Georgia Tech must comply with federal tax withholding and reporting regulations when making payments to international suppliers. To meet IRS requirements, all foreign suppliers receiving payment from the University must complete the appropriate IRS Form W-8. Download the correct form from IRS.gov:
- Form W-8BEN — For individuals
- Form W-8BEN-E — For businesses and entities
Additional W-8 forms may be required depending on the type of payment being made. International suppliers must submit the completed and signed W-8 form before payment can be processed.
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Payment Terms
Trade suppliers, contractors, and service providers: Net 30 days, unless otherwise stated on the purchase order.
Non-trade suppliers: Typically paid within 5 days of receipt of an approved payment request.
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Purchase Order (PO) Terms and Conditions
Contractual terms apply to purchases made by Georgia Tech when a PO is issued. The standard purchase order terms and conditions:
- Defines the legal terms governing the transaction.
- Covers areas such as payment terms, delivery, warranties, liability, indemnification, and compliance requirements.
- Becomes part of the binding agreement between Georgia Tech and the supplier when referenced in a PO.
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Federal Contract Provisions (FAR)
If your purchase is funded by a U.S. government research contract, federal contract provisions may apply. The appropriate form must be provided to the supplier.
Which FAR form applies?
Use the FAR Commercial Provisions Form [needs link] if:
- The purchase is for a standard, commercially available product or service.
- The item or service is regularly sold to the general public.
- Pricing is based on established commercial rates.
Use the FAR Non-Commercial Provisions Form [needs link] if:
- The purchase is for a customized, research-specific, or specialized service.
- The item or service is not generally sold to the public.
- The agreement involves unique research terms or development work.
If you are unsure which form applies, contact PBS via ServiceNow before issuing the purchase.
Need Supplier Help? Submit a ServiceNow Request
Contact Procurement and Business Services for assistance with purchase orders, procurement policies, bid opportunities, and more supplier-related concerns via the ServiceNow platform.