FAQs

• How do I access the GeorgiaFirst Payment Request System? 

  Access to the Georgia First Payment Request can found on the Georgia First Website GeorgiaFIRST | University System of Georgia (usg.edu). Select CORE USERS. 

• How do I gain security access to the GeorgiaFirst Payment Request system? 

  Access to PeopleSoft GeorgiaFirst Financials is managed in partnership with the PeopleSoft Security Administration Team in UITS. Instructions can be found here: 

  https://fiscalservices.kennesaw.edu/accounting/financial-access.php 

• Who do I contact regarding issues with using the Payment Request system? 

  For immediate questions contact the AP helpdesk at 470-578-2990 or send an email to vendor@kennesaw.edu. 

• Why are we changing from Owl Pay to Payment Request?

  The Payment Request module within Georgia First allows user to access ePro and Payment Request with one system. Documents can be stored in the financial system for audit purposes and workflow is automated. OwlPay will remain available for a limited time to process intercompany payments only. Effective July 1st, OwlPay will be available for the submission of intercompany payments only. All other invoices and payments will be processed through Payment Request.

• How long does it take to get a Payment Request paid after it has been created and approved, and all required paperwork has been attached? 

  For regular Payment Requests (payments to vendors for services, contracted services, and visitors' reimbursements), where all required documentation is attached, the standard turnaround time is 3-5 days.  

• How many invoices can I pay on one Payment Request?  

  Only one invoice can be paid on a Payment Request. If you have multiple invoices from the same vendor, you must create a separate Payment Request for each one. 

• What documentation do I need to submit on a Payment Request?                

  When submitting a Payment Request, attach a vendor invoice. For requests that do not have an invoice, Accounts Payable requires some type of documentation (such as a subscription renewal or registration form) that includes the purpose of the payment, the payment amount, vendor name and vendor remit address. The invoice number should be a combination of the month and year related to the invoice. 

• What happens if I forget to attach the necessary documentation to my Payment Request?            

  The Payment Request will be sent back to the submitter with a request to attach the documentation and to resubmit the Payment Request.      

• Can a denied Payment request be resubmitted? 

  Yes. Denied payment requests are still active until the end users cancels the payment request. Denied requests are often sent back for additional documentation or to correct data submitted. Information on denied requests will be found in the approval workflow. 

• What is Business Unit 4300B and when would I use it? 

  Business Unit4300B is for payments to employees and students of the University. 4300B suppliers is maintained by the University where as 43000 is a SHARED vendor database which is maintained by Shared Services. 4300B is also used to complete intercompany payments. 

• Can I add additional approvers to the workflow which don’t route automatically?

  Yes. As long as the users has an approver role they can be added to the workflow. See job aid called “How To Add an Approver to the Workflow.” 

• What do I need to do if I need to make changes to a Payment Request that was already submitted? 

  Contact Accounts Payable to have the Payment Request sent back. Please provide the Payment Request number.  

• Can Accounts Payable make changes to a Payment Request (e.g. change account number, speed chart, invoice #, attach additional documentation)?

  Yes, please note that these changes will cause the Payment Request to re-route through the approval flow. 

• Can I submit a credit memo (negative amount payment) through Payment Request? 

  No, credit memos should be sent to vendor@kennesaw.edu. The chart string where the credit needs to be posted should be included in the email. 

• Can I enter more than one line (different accounts, speed charts) for the same invoice?

  Yes, invoices can be split funded. A line will need to be added for each different account or speed chart. 

• What is the best way to submit multiple student stipend payment requests? 

  A Payment Request should be submitted for the total amount of the stipends using Supplier ID #0000012004 under the 43000 business unit. An excel spread sheet with the student name, supplier ID#, address and amount should be emailed to vendor@kennesaw.edu with the Payment Request number referenced.