Financial BME Forms
- Faculty Assignment List
- Bi-weekly Student Hiring Form
- GT Departmental Sales Form (IDF): DSS Forms
- GT Foundation Check Request
- GT Foundation ACH Remittance
- GT GradWorks Information
- GTRC Check Request
- Personnel Projection Support Form
- Research Participation Record
- Monthly Stipend and Hourly Pay for BME Master’s Student Funding Support
- BME Student Stipends
Financial GT Forms
GT Preferred Hotel Reservation Forms
Use these forms in conjunction with requesting a WorkDay Purchase Order number to request a reservation at a GT Preferred Hotel in Atlanta. Please refer to the link for the most current list of other approved hotels. http://www.procurement.gatech.edu/travel/forms
Helpful Links
Contact Information
- Submit BME Student Travel Award Requests to: https://forms.office.com/r/1BinVKDvUw
- Submit requests for undergraduate hiring to: https://forms.office.com/r/xk7KTVcX4k
Q. How do I request departmental funding?
- Submit a budget to the Department Chair for approval. See financial calendar for annual submission dates.
Q. How do I access start-up funds?
- Submit a copy of your signed offer letter and budget for current year funding; this is an annual process. Meet with assigned Financial Administrator (Finance Office) for coordinating the transfer of funds to the assigned startup account.
Q. How do I support a BME student as a GT Faculty member?
- Contact your Financial Representative or Business Administrator to update your Lab Personnel Support Form to submit to the Finance Office. Complete student support form in the GT Gradworks.
Q. How do I support a BME student as an Emory Faculty member?
- Refer to the Cooperative Research Agreement (CRA) Funding Support Tab.
Q. Do BME Students needs an ERA Commons ID?
- Yes. If charged to NIH research awards they will an ERA Commons ID. Request using link: training@osp.gatech.edu
Q. Do BME Students needs to take the RCR Training?
-
Yes. For information related to RCR Compliance training for NSF, NIH, and USDA-NIFA, refer to https://rcr.gatech.edu/compliance-policy. If you are an undergraduate student, a master's student, or a postdoc in need of in-person RCR training, the next workshop sessions are open for registration - refer to https://rcr.gatech.edu/.
Refer using link: https://rcr.gatech.edu/
Q. How do I get an Advance Project Number?
- An advance project number can be issued in anticipation of sponsored funding. Expenditures assigned are guaranteed by the department. An advance project number should only be requested when there is a strong evidence a proposal will be funded. Request for advance project numbers are submitted to your assigned Financial Administrator.
Q. How do I find contractual information about my project?
- As a Georgia Tech employee you have access to Webwise. You will login using your GT Account ID and Kerbros password. From there you can navigate to the OSP Contract Information System (Reports & Tools >> OSP Systems >> OSP Contract Information System) to search by sponsor name, PI name, or project number. The database provides standard project information such as amount awarded, project contacts, project term, and deliverable due dates/status. GRTI Sitemap.
Q. How do I initiate a subcontract from my grant?
- Contact your Financial Representative or Business Adminstrator. To initiate one, you will need to log into WebWise, using your GT account ID and Kerberos password. Under the OSP Contract Information System tab you will find a section for SubAgreement Management. Upon final submission the on-line system will send an email to the appropriate contracting officer for processing. Notifications on progress will be sent via the ICOL system. Submit hard copies to your financial representative for signature routing and purchase order.
As part of the on-line “Request for a Sub-Agreement” process you will want to have the following information ready.
- a detailed budget
- statement of work (including any deliverables/reports)
- a short narrative as to why you selected the subcontractor
- as well as a cost/price analysis
Q. How do I find the current balance of a sponsored project?
- Contact your Financial Representative/Business administrator or go to WorkDay using "PI Quick View" report.
Q. How do I find the current balance of a state funded project?
- Contact your Financial Representative or Business Administrator for monthly reports
Q. How can I obtain budget scenarios for salary projections?
- Submit a Personnel Projection Support Form to your financial representative.
- Food Reimbursement Policy: http://www.procurement.gatech.edu/payables/food-policy
- Alcohol “on” and ‘off campus protocol: https://specialevents.gatech.edu/resources/catering/drinks
- Forms: https://bme.gatech.edu/bme/financial-bme-gt-forms
Unallowable Reimbursements Requests: The below purposes are considered personals in nature and should NOT be accepted and submitted for reimbursement.
Non- GT Business Purpose:
- Birthday Celebrations
- Bridal Showers/Wedding Dinners
- Baby Showers
- Baby Sitting for Meeting or Conference
Employee Business/Training Meetings and Group Meals: submit via Work Day
GT Business Purpose:
- Meetings to Discuss Research or Academics
- Student Educational/Volunteer Events or MeetingsPaste
- Faculty/Staff Engagement Meetings
- Guest Speakers
- GT Sponsored Conferences (alcohol allowed via workday when funding source is custodial (AKA-agency funds) or department sales funds.
- Group Meals while on Business Travel (without alcohol)
- Use allowable funds source, claim as other expense.
- Group members should not claim per diem for the same meal period.
Requirements: Original, itemized receipts are required in addition to (business purpose, invitation, agenda, list of attendees if under 15 and Food Group Meal Event Documentation Form).
Alcohol served with these type of meals are NOT allowable for reimbursement via WORKDAY, unless (Custodial Funds (formerly known as) Agency Funds or Department Sales Funds are used. Meals w/alcohol must be routed for policy certification via the department chair with final approval by the EVP of Finance when applicable. These reimbursement must be routed directly to GTF or GTRC when those funds are used.
Alcohol only reimbursement/payments are not allowable, proof of meal/catering must be included with reimbursement request.
Business Entertainment Meals: Submit per funding Source: GTF: (Route to GTF), GTRC: (Route to GTRC), Custodial Funds or Department Sales Funds (routed through Workday)
- GTF/GTRC Per Diems Limits: $75 per person for employee; $90 for visitor meeting.
- Sales Tax included on Catering Invoices.
Requirements: Original itemized receipts are required in addition to (business purpose, invitation, agenda, list of attendees.
Business Purpose:
- Alcohol (with proof of meal served)
- Impromptu local restaurants meal with no planned business agenda
- Retreats
- Fund-raising or alumni events
- Individual professional achievement/ Department milestone receptions
- Holiday and End-of-Year receptions
- Retirement events
- Faculty recruitment “entertainment”
- Donor Cultivation
Q. How do I view my paycheck, direct deposit and tax forms information?
- Go to OneUSG.
Q. How do I hire an undergrad student?
- Click here to complete the request to hire form.
Q. How do I hire a Federal Work Study student?
- Go to Federal Work Study.
Q. Can I payroll deduct my mandatory fees if my fellowship is paid through Financial Aid?
- No. Most fellowships paid through Financial Aid cover the mandatory fees. If not, the student is responsible for paying their fees. Currently, there is not a mechanism to set up payroll deductions for students that are not in the payroll system.
Q. How do I hire non-student employees? Ex: Tech-Temp, Post Doc or Other Staff Position?
- See the Department HR coordinator.
Q. How do I check my eWAF Report ?
Q. How do I sign my Terminating ASR?
- Please contact your Finance Office.
Q. How do I confirm/certify my eASR as an employee?
Q. How do I make payment for a group meal or event that includes food and beverages?
- Review policy 5.2.1.9 "Purchase of Food and Group meals for Employees, Students and Guests", AND the Food/Group Meal Procurement Grid on the Food Policy page to ensure you are following the right steps (activity, allowable participants, funding sources, purchasing methods and any other additional requirements).
Q. How do I pay an invoice that was not initiated with a WORKDAY PO, how can I get it paid?
- If you receive an invoice that is not associated with a PO and the invoice is less than $5,000, use the BILL ONLY Form in WORKDAY. No PO will be sent to the vendor. Use that PO # to approve the invoice and route to AP via email apinvoices@gatech.edu
- If you receive an invoice that is not associated with a PO and the invoice is $5,000 or more, use the Non-Catalog Item Request in WORKDAY and include the invoice number and the words “Unauthorized Purchase” on the line description. A contract officer will review and create a PO to encumber the funds. When PO is approved route invoice to the above mention email.
Q. What payments should be processed directly through Georgia Tech Foundation?
- The only payment categories that should be processed directly through the GT Foundation include entertainment, holiday events, gifts, alcohol, and extraordinary expenses. Food and group meal events using foundation funds can be processed via the GT PCard and through Accounts Payable for official business events. The PCard cannot be used at any time for the purchase of alcohol.
Q. How do I obtain a P Card?
- Notify the Department PCard Coordinator. Complete a PCard Request Form; complete the "PCard Cardholders Training & Certification" online training tutorial. PCards will be distributed to employees after completion of appropriate background checks, cardholder training and submission of the signed Employee Agreement Form.
Q. Where can I get training on GT Administrative Systems?
- You may register at the GT Training website: http://www.training.gatech.edu
Fellowship and Training Grant that does not cover the full GT tuition or BMED stipend payment must be supplemented with advisor’s funds.
Listed below are fellowship or grant which indicate the required payment status for the student.
- GRA Hired / Paid via Payroll - Tuition Remission charged to Grants.
- GA Hired / Paid via Payroll - No Tuition Remission charged to Grants.
- Fellowship Processed via Financial Aid.
|
STATUS |
FELLOWSHIP NAME |
|
GRA/no TR |
American Heart Association - This fellowship is processed via OSP.
|
|
GA |
ARCS – Achievement Rewards for College Students
|
| GRA/no TR |
CSC-GT Joint Scholarship -
|
|
GRA |
Ford Foundation- Fellowship processed through OSP.
|
|
Fellowship |
GAAAN -
|
|
Fellowship |
GEM Fellowship – The type determine action. Employer Fellows
University Fellows
|
|
GRA |
International Fulbright Science and Technology -
|
|
Fellowship |
MD/PhD
|
|
Fellowship |
NIH Training Grant
|
|
Fellowship |
NIH F31-type - This fellowship is processed via OSP.
|
|
Fellowship |
NSF - National Science Foundation
|
|
GRA |
NSERC Canada Graduate Scholarship -
|
|
Fellowship |
Obra Social La Caixa
|
| Fellowship |
PEO Scholar Award
|
|
Fellowship |
Presidental Fellowships
|
|
GRA/no TR |
UNCF/Merck Graduate Science Research Dissertation - This fellowship is processed via OSP.
|
|
|
Other fellowship information can be explored at the following link: |
Students in the MD/PhD program with BME major are considered joint students and thus have privileges at both institutions. However, Emory is considered the primary school for these students; stipend and tuition for MDPHD are paid via Emory.
Fellowship should be routed through the student’s paying institution.
Scenario: Was the student’s fellowship routed to GaTech?
- Corrective Option (1) GT OSP relinquish funds to EMORY OSP.
- Corrective Option (2) GT issues subcontract from fellowship account and route funding to EMORY BME.
Advisor’s supplement should be paid from non-federal funds. GT will issue MOU agreement-internal funds.
Refer to COOPERATIVE RESEARCH AGREEMENTS (CRA).
Student stipend and tuition paid via GT.
Fellowship should be routed through the student’s paying institution.
Scenario: Was the student’s fellowship routed to Emory?
- Corrective Option (1) Emory OSP relinquish funds to GT OSP.
- Corrective Option (2) Emory issues subcontract from fellowship account and route funding to GT BME.
Advisor’s supplement should be paid from non-federal funds. GT will issue MOU agreement-internal funds.
Refer to COOPERATIVE RESEARCH AGREEMENTS (CRA).
Student stipend and tuition paid via Emory.
Fellowship should be routed through the student’s paying institution.
Scenario: Was the student’s fellowship routed to GaTech?
- Corrective Option (1) GT OSP relinquish funds to EMORY OSP.
- Corrective Option (2) GT issues subcontract from fellowship account and route funding to EMORY BME.
Advisor’s supplement should be paid from non-federal funds. GT will issue MOU agreement-internal funds.
Refer to COOPERATIVE RESEARCH AGREEMENTS (CRA).
There are several different sources of funding (Departmental, COE, Graduate Conference Fund (GCF) and PURA) for graduate and undergraduate use for travel. The purpose of these funds is to financially assist students who are presenting their research at a conference.
Students whose home school is Biomedical Engineering and who are presenting their research at a conference will be eligible for BME Travel Funds. Eligibility for BME Travel Funds is once every fiscal year (7/1/XX-6/30/XX).
These funds are to be considered supplemental to the advisor's contribution.
Students awarded a travel fellowship, scholarship (i.e. PURA) or conference travel award will not be considered for BME Travel Funds, with the possible exception of international conference travel.
STEPS TO REQUEST FUNDING:
Submit questions to: bme-finance@bme.gatech.edu
Due to the large number of applications, students will be awarded up to $500. If you are a PURA Travel Award recipient you will only be eligible, if travel is international.
- GT Employee Students are required to submit a Spend Authorization Job Aid via WorkDay PRIOR to Travel.
STEPS TO REQUEST FUNDING:
Submit questions to: bme-finance@bme.gatech.edu
Due to the large number of applications, students will be awarded up to $300.
- Graduate Students - GCF needs the application 21 days or 15 business days prior to leaving to be considered for funding. Please provide BME travel information 30 days prior to leaving.
- Additional information on GCF and COE Doctoral Student Professional Fund with links to the forms, can be found at https://www.sga.gatech.edu/conferencefunds.
- GT Employee Students are required to submit a Spend Authorization Job Aid via WorkDay PRIOR to Travel.
TRAVEL EXPENSE STATEMENTS ARE DUE WITHIN 30 DAYS OF THE LAST DAY TRAVELED
- Expense Report for GT Employees
- Go to Work Day in Tech works to complete your expense statement.
www.techworks.gatech.edu - Job Aide for completing an expense statement can be found at the below links.
Expense Report
https://gatech.service-now.com/home?id=kb_article_view&sysparm_article=KB0022058 - Please have all paid receipts available for upload and work tag numbers for each award payment source.
- Administrative Assistants are available to assist with preparation questions. Contact email: admins@bme.gatech.edu
- Expense Report for Non-Worker
- Administrative Assistants are available to assist in creating your non worker assignment (External Committee Member-ECM) in workday.
- Contact email: admins@bme.gatech.edu. Please include in your email copies of all paid receipts and work tag numbers (payment source) for each award .
- External Committee Members - ECM
- https://gatech.service-now.com/home?id=kb_article_view&sysparm_article=KB0021987
