Need help knowing who to reach out to in AP?  This list does update quite often, revisit quarterly.

WHO PAYS WHAT

We can book your hotel on Priceline or Expedia, you must attach hotel choices (T2 Direct Pay section)

We will Advance an employee for the hotel, the advance for the hotel will not be sent until one week prior to trip leave date. You must attach hotel booking. (T2 Direct Pay section)

We can reimburse after they return from trip, you must attach Hotel $0 balance folio. (T3)

We no longer print checks to hotels or pre pay with the pcard from bookings or passkeys

NO- You cannot use your pcard to book travel.

We can pay your registration via check (if they are a current vendor) or PCard if a proper link is supplied ( no log in). (T2 Direct Pay section)

We cannot pay via PCard if it has an individual log in for the employee.

We can advance employees to cover the cost of registration and/or reimburse them up front. (T2 Advance section)

We can reimburse Post Trip. (T3)

We can book your flight via PCard if all information needed is supplied (T2 Direct Pay section)

For us to book your flight we need what you would need to book a flight: 

FLIGHT DATES/TIMES CHOICES

EMPLOYEE CURRENT/FULL NAME ON LICENSE

EMPLOYEE BIRTHDAY

SKYMILES if applicable/TSA #

We can advance employees to cover the cost of a flight and/or reimburse them up front. (T2 Advance section)

We can reimburse Post Trip. (T3)

We can book a rental car for your trip through our Government relations Enterprise solution.  (T2 Direct Pay section)

Vehicle rentals must be justified the cost must be less than other types of available transportation, i.e. uber/bus/train etc 

To book a vehicle, we need the following: (T2 Direct Pay section)

DRIVER NAME AND CELL PHONE

PICK UP LOCATION AND PICK UP TIME

DROP OFF LOCATION AND DROP OFF TIME

VEHICLE SIZE- Anything over standard will require justification, we do not book large vehicles for single driver.

YOU CAN ONLY SUBMIT- ONE(1) T2 PER TRIP, YOU CAN ONLY SUBMIT ONE(1) T3 PER TRIP.  Ensure all items you want paid UP FRONT are listed on the 1st and only T2 you submit.  Else it will be reimbursed upon your return. 

PER DIEM IS NO LONGER PRE TRIP- ALL CAN BE REQUESTED POST TRIP ON THE T3

EMPLOYEES MUST HAVE A COBBEMP VENDOR ID WITH EFT TO GET ADVANCED OR REIMBURSED

NO YOU CANNOT USE YOUR DEPARTMENT PCARD FOR TRAVEL

INCIDENTALS AND TRAVEL ALLOWANCE--> INFO

• EPAY is instant, the day the checks are run on Thursday the payment is ready for the Vendor to take.

• EFT it may take the Vendors bank till the following Monday to post that payment to their bank.

• EPAY has a small cost which is the cost that the Vendor pays to their Credit card merchant fees.  It is subject to the fee their own bank charges them to "run a credit card".

• The Vendor must accept credit cards to take this kind of payment type.

Flower Fund is no longer in effect as far as payment documents.  The policy is still in effect as far as staying within the monetary guidelines.  All payments are to entered on a GAX1 document and paid from the Departments Budget.

• You can order anything from any Florists Website that is within the price range of your parameter. 

  • New Limits- for Surgeries/Get Well - Max $100

  • Death/in memory of- Max $150

• GAX1 Payments should NOT be used for any type of Travel.  That should be submitted to Travel@cobbcounty.org on a Travel document.

• Luncheons that do not have any registration fees or hotel, etc. attached to them are GAX1 payment (not travel) table fee not considered registration.

• Tips for meals of any kind should not exceed 15%, we do not pay for tips on ubers/lyfts or any other non food/catering type events.