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Financial Resources

Fiscal Year: July to June

Financial Resources

Fiscal Year: July To June

Financial Calendar

Frequently Asked Questions

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 Shuana Durham (Finance Office) for coordinating the transfer of funds to the assigned startup account.

Q. Where can I find the Faculty Support Form? When are they due?

  • The Support forms are disseminated by the Finance office and are due in accordance with the financial calendar. Additional questions regarding the Faculty Support calculations can be answered by referring to the BME Faculty Workload policy.

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. Who 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 the Office of Sponsored Programs.

 

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.

 

Q. How do I find the current balance of a sponsored project?

 

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.

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?

 

Q. How do I hire an undergrad student?

  • Complete the request to hire form.

 

Q. How do I hire a Federal Work Study student?

 

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 a Post Doc or Staff Position?

  • See the Department HR coordinator.

 

Q. How do I report time worked?

  • Bi-weekly time documents must be filled out correctly and signed by the employee, advisor/supervisor and submitted per the payroll scheduled in order to be paid in a timely manner.

 

Q. How do I complete a time documents to report time worked?

  • Visit the finance office for orientation on when and how to submit a time document.

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). Then submit a Food/Group Meal Event Documentation Form to Accounts Payable, in addition to the vendor invoice, agenda and Check Request Form.

 

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 (via the GT Foundation Check Request) 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?

 

Q. Where can I get training on GT Administrative Systems?

Q. How can I get funding for Student Conference Travel?

  • Contact your Advisor; they must authorize your travel, commit to providing you funding and provide a project account number. The BME department will provide a travel award based upon your Advisor's commitment. Additional funding opportunities can be obtain from College of Engineering (COE) and Student Government (SGA). Refer to Student Travel for instruction on how to apply.

 

Q. What forms should I submit to the Department Finance Office when applying for Travel Fund?

  • Please refer to the Student Travel Fund Tab for instructions.
Sub agreements for GT/Emory Student Support for all funding sources

COOPERATIVE RESEARCH AGREEMENTS (CRA)

Sub agreements for GT/Emory Student Support for all funding sources:

 

Graduate Research Assistant’s funding support are initiated via the Office of Sponsored Program E –routing as a sub agreement. https://erouting.gatech.edu/erouting/home.

 

Required Documents:

  • Budget
  • Statement of Work
  • Collaborative Contact Information

 

Both universities have agreed to a 26% administrative indirect cap.​

Both universities have agreed to waive indirect cost on the 1st $25K for issuing a subcontract.

If any expenses other than salary and tuition remission are included then the entire subcontract will be subject to full indirect costs.​

Subcontract requests are routed to the Office of Sponsored Programs (OSP) for contract processing.

 

Subcontracts will submit invoices to ospinvoices@osp.gatech.edu for payment processing.

Fellowships Proposal Routing for BME Students

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.

 

Graduate Assistant (GA): A student hired by the BME department to support instructional activities within the department. Responsibilities may include grading; assisting professors in conducting lecture classes or laboratory courses; or teaching lower-level undergraduate courses.

Graduate Research Assistant (GRA): A student hired by the BME department that can contribute, with supervision, to a research program within or between departments. Research projects vary and may include work that is part of a faculty member’s ongoing research, a grant-funded project or other sponsored research.

STATUS

FELLOWSHIP NAME

GRA/no TR

American Heart Association - This fellowship is processed via OSP.

  • AHA does not pay tuition.  When project is awarded, make sure to work with OSP/Grants & Contacts to flag project number to not charge tuition remission. 
  • Advisor will have to pay supplement as a GRA and tuition remission will be charge to project. No restriction on source of funding to pay supplement. 
  • GRA- Hiring status

GA

ARCS – Achievement Rewards for College Students

  • Fellowship
  • GA- Hiring status
GRA/no TR

CSC-GT Joint Scholarship -

  • Chinese Scholarship Council awards fellowships to students from China. 
  • Chinese students in the PKU program are granted these awards; payment goes directly to student. 
  • Payments varies, students will have a copy of the award.  Confirm with the student on the amount they are receiving from CSC to determine the supplement amount. 
  • PKU Beijing students should be hired as GA, waiver given delete student tuition charges.
  • Grants should not pay remission.

GRA

Ford Foundation- Fellowship processed through OSP. 

  • Advisor will have to supplement student. 
  • No restrictions on source of funding for supplement.
  • Fellowship pays $minimal for fees and does not pay tuition or fringe benefitsWhen project is awarded, make sure to work with OSP/Grants & Contacts to flag project number to not charge tuition remission. 
  • Advisor will have to pay supplement as a GRA and tuition remission will be charge to project. No restriction on source of funding to pay supplement. 

Fellowship

GAAAN -

  • Fellowship is financial eligibility based.  GAANN Coordinator(Chemistry) will provide a spreadsheet with the amount that the advisor has to supplement.  

Fellowship

GEM Fellowship – The type determine action.

Employer Fellows

  • $4,000 living stipend per full-time semester up to 4 semesters ($8K per academic year – 3 quarters)
  • Minimum $16,000 total stipend over the entire Master’s program
  • Up to two paid summer internships with a GEM Employer Member
  • Full tuition and fees provided by a GEM University Member
  • *The GEM Member University will provide a financial contract at the time the GEM Fellowship is confirmed per this recommended distribution of the GEM Employer contribution.
  • Faculty Supplement Stipend.
  • Fellowship

 

University Fellows

  • Full tuition and fees provided by the GEM Member University
  • Associate Fellows
  • Full tuition and fees provided by the GEM Member University
  • Faculty responsible for stipend.
  • Fellowship

GRA

International Fulbright Science and Technology -

  • Payments are paid to the students.  Advisor has to pay salary supplement.

Fellowship

MD/PhD

  • MSTP - Joint Degree Program
  • Funded by Emory training grant. 
  • MD/PhD Coordinator will provide a budget and SOW for subcontract or MOU.
  • Subcontract and MOU are initiated by Finance office after verifying budget account from faculty advisor.
  • If student has an Emory advisor, the coordinator will work with that PIs Emory department for supplement payment.
  • A special waiver is entered by the BME Academic Advisor, eliminating GT tuition charges to the student. 
  • Fellowship

Fellowship

NIH Training Grant

  • Advisor pays stipend supplement with foundation funds only.
  • Fellowship office should be notified to apply waiver.
  • Fellowship

Fellowship

NIH F31-type - This fellowship is processed via OSP.

  • NIH individual award. 
  • Advisor pays stipend supplement.
  • Fellowship office should be notified to apply waiver.
  • Fellowship

Fellowship

NSF - National Science Foundation

  • GRA hire or Faculty Supplement not required Fellowship office applies appropriate waiver.
  • Fellowship

GRA

NSERC Canada Graduate Scholarship -

  • Payments are paid to the student in Canadian currency. 
  • Advisor pays salary supplement.  You may have to pay the University the allowed stipend minimal to compensate for exchange rate.  Please confirm with faculty advisor prior to setup.
  • No restriction on source of funding for supplement.

Fellowship

Obra Social La Caixa

  • Third party billing fellowship.  Faculty supplement student stipend.
Fellowship

PEO Scholar Award

  • (Topper fellowship) Topper fellowships are in addition to the normal GRA salary.  There is no supplement.

Fellowship

Presidental Fellowships

  • (Topper fellowship) Topper fellowships are in addition to the normal GRA salary.  There is no supplement.

GRA/no TR

UNCF/Merck Graduate Science Research Dissertation - This fellowship is processed via OSP.

  • UNCF does not pay tuition. 
  • Students must submit deliverable to UNCF
  • When project is awarded, make sure to work with OSP/Grants & Contacts to flag project number to not charge tuition remission.

 

 

Other fellowship information can be explored at the following link:

  • Katina James (Accounting Services - manager) 5-2736
  • Elena JnBaptiste (Accounting Services - send pay schedules) 4-0476
  • Gina Summers (Financial Aid - Asst Director) 4-8238
  • Darren Smith (Accounting Services - third party billing) 4-4619
  • Lynn Kenney dkenney@emory.edu 404-727-4447
  • Angela Barros (CTENG training grant & NSF IGERT) 5-0465
  • Johnna Temenoff (Director of GT BioMat) 5-5026
  • Cheng Zhu (Director of PKU/CSC) 4-3269
  • Cathy Quinones (MSTP MD/PHD) 4-8805

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).

Student Travel

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:

 

STEPS TO REQUEST FUNDING:

 

 

* 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 to give enough time to audit and get to GCF.

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/.

TRAVEL EXPENSE STATEMENTS ARE DUE WITHIN 30 DAYS OF THE LAST DAY TRAVELED

 

 

  • 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 .