Administrative Policies & Procedures
COVID-19 Leave, Procurement, and Travel Info
GT & USG Ethics Compliance
- USG Code of Ethics
- Georgia Tech Code of Ethics *UPDATED APRIL 2022*
- Georgia Tech Code of Ethics – Interactive PDF
- Dr. Peterson Faculty Consulting Memo 8.13.18 regarding Outside Employment Activities and Consulting Leave
- Dr. Colin Potts Email 8.17.18 Conflicts of Interest and Conflicts of Commitment
- Chancellor’s Policy Letter 8.16.18 regarding Board Policy 8.2.18.2 Conflicts of Interest and Conflicts of Commitment
Expenditure of GTF funds
- GTF Expenditure Exception Form
- Gift Cards – due to the risk management issues AP would prefer if alternate methods could be used to reward students and non-employees. Any purchase of gift cards on a departmental project (any type) must be pre-approved by the OUE Financial Staff.
- Purchase of Gifts for Employees & Students
- Procurement of Group Meals for Employees, Students, and Official Visitors
Campus Alcohol Policy
- Any OUE event that plans to include alcohol must receive prior approval from OVPUE. Within OUE, alcohol may not be served at any event where students are present, including student employees. Exceptions must be first discussed with the Assistant Director of Administrative Operations (ADAO), prior to submitting to the AVPUE.
- Dr. Cabrera May 4, 2021 Memo “Delegation of Authority to Approve on-Campus Events where Alcohol will be Served”
- Employees must complete the Alcohol Request Application at least 21 days prior to an event
- Alcohol can only be charged against Georgia Tech Foundation (not GIT) and Agency accounts.
- GT Off Campus Alcohol Expenditure Exception Form
Pcard policy
OUE Event prior approval form
Campus Closed Process
Accounts Payable
- Payables
- Policy Library – Accounts Payable Policies and Procedures
- Procurement of Goods and Services
- Vendor Lookup can be used to see if a person is already a vendor.
- Vendors can submit through Service Now for invoice inquires and checking the progress of their payments.
Allowable cost matrix
- Allowable Cost Matrix Form (use to determine allowable purchases, from food to dry cleaning)
Food Policy
- NEW: Food/Group Meal Event Documentation Form – UPDATED February 2022
- NEW: Guidelines for Payment or Reimbursement of Meals for Virtual Meetings, Events and Celebrations
- NEW: In-State Per Diem Rate Changes as of February 2022
- NEW: Tech Catering Per Diem Rates
- Employee Group Meals – USG
- List of approved licensed food vendors.
- Note: Add agenda and list of attendees when submitting group meal forms.
OUE Sustainability Practices for Meetings and Events
Reimbursement to employees for expenses and travel
- Reimbursement to employees for expenses and travel should be done through the Workday financial system or for special circumstances use the Expense Reimbursement Form