Access Vital KSU Employee Expense Info

Employees at Kennesaw State are provided with essential guidance for managing payment requests, employee reimbursements, and invoice submissions. Resources include detailed how-to guides for the Payment Request system within GeorgiaFirst Financials, as well as clear procedures for requesting reimbursement of non-travel expenses and processing vendor invoices.

All processes are designed to uphold compliance with university financial policies, promote fiscal responsibility, and ensure the accurate and timely handling of payments.

Payment Request

The Payment Request system, accessible through GeorgiaFirst Financials, streamlines the submission and management of payment requests to the Accounts Payable Team. To assist users, we provide a comprehensive collection of how-to guides and job aids covering system access, request submission, workflow management, and payment status monitoring.

Please review the available resources carefully to ensure compliance with university financial procedures. For additional support, contact vendor@kennesaw.edu or submit a ServiceNow ticket.

Please access the Payment Request system (for submitting Payment Requests to the Accounts Payable Team) via  GeorgiaFirst Financials.  

Employees

Employee Reimbursements Guidelines (Non-Travel Related) 

Allowable purchases may be reimbursed to employees for expenses with a documented business purpose benefitting Kennesaw State University. To the extent possible, expenses should be paid using a Kennesaw State University payment option such as purchase order, p-card, or a Payment Request payable directly to the vendor. For extenuating circumstances, reimbursement may be issued to an employee for amounts less than $2,500.00. 

  • Review the Allowable Cost Matrix, on the Office of Fiscal Services, Accounting Operations website to ensure the expense is allowable. Please submit a ticket in ServiceNow for Financial Compliance review if needed, prior to submitting the reimbursement request. 
  • Contact your Business Manager to submit a Payment Request, and provide the following information: 
    • The original receipt with the vendor’s name, purchaser’s name, date of purchase, items purchased and the last four digits of the credit or debit card number. 
    • In those instances where a receipt showing the name of the purchaser is not obtainable from the vendor, the following documentation can be used: 
    • A redacted copy of the credit card or bank statement listing the purchase and confirming the identity of the purchaser. 
    • A photocopy of the credit card showing the last four digits matching the receipt and the name of the purchaser. 
  • A Sales Tax Exemption Form  should be presented to the vendor for any KSU business purpose. If the vendor does not accept the exemption form, the sales tax will be reimbursed. 
  • The use of cash is strongly discouraged. A receipt that is signed and dated by the vendor will be required for any reimbursement of cash. The goods or services provided must be documented on the cash receipt. Please ensure all information is readable, including the vendor’s name that signed the receipt. A Missing Receipt form may be required. 

Please e-mail vendor@kennesaw.edu for any questions regarding non-Travel reimbursements. 

Invoices

Please carefully review the invoice, verifying that the quantity and price of the merchandise match the original order or quote and that the item(s) has been received. 

If there is already a Purchase Order associated with the invoice, please send the invoice to vendor@kennesaw.edu or submit a ServiceNow ticket via service.kennesaw.edu/ofs with the Purchase Order number to process the invoice.  

If the purchase was not associated with a PO, and if payment is in order, please process the invoice through Payment Requests. To avoid violation of procurement policy, use this guide to determine the appropriate way to process purchases and corresponding payments: 

When Should You Use Payment Requests?