Accounts Payable

Paying the Bills

Check Requests

Form

Backup Documentation Documentation should speak for itself Original documentation Enough documentation that there are no questions Documentation should agree with check request

Proper Signatures Budget authority Vice Chancellor approval Purchasing Sponsored Programs

Fund and Account Number Select the appropriate fund Select the appropriate account number Be sure these are included on the check request

When to use• Refund of receipts from revenue fund• Reimburse employees for out of pocket expenses between $50-$150 and must not be available

on state contract• Business Entertainment Expenses• Personal services• Dual Employment• Subscriptions• Registration• After the fact purchases with purchasing approval

Refund of Revenue Receipts Back up documentation Receipt number and copy of FORM Must be coded to fund and account that the receipt was posted to

Employee Reimbursements• $50-$150• Documentation such as original receipt or invoice and proof of payment

Business Entertainment

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Account number 953962 For meals or activities off campus Food on campus and not selected from a menu are coded to 932290 for assorted foods Proper signatures and list of attendees including UNCW employee in attendance Original receipts Must not be general funds

Personal ServicesAccount number 921990

Independent Contractor Certificate HR must sign Must not be an UNCW employee If over $600 biographical sketch attached If over $2500 signed contract must be attached If individual resides out of state and services are performed in NC and payments reach $1500,

4% NC withholding will be subtracted Foreign individuals without a social security number may be subject to additional back up

withholdings Social Security number is required

Dual Employment• Dual Employment form

FORM• Payments are submitted to the parent agency

SubscriptionsAccount number 954910

• Must have UNCW address• If using general funds, must not exceed 1 year• Attachment often required

Registrations Memberships and Institutional Dues

Account number 954920/954990 For institutional dues (954920), vice chancellor approval is required For individual registration (954990), general funds are not usually allowed.

Registrations of Workshops/Seminars Most should be handled through the travel department Online seminars and not requiring travel can be paid through check requests.

Petty Cash Reimbursements to employees under $50 should be processed through petty cash procedures Diligence of prompt reimbursements is necessary Exceptions that will not be reimbursed through petty cash are business entertainment and

postage stamps

Employee Gifts

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University policy prohibits gifts to individual employees from any funds except service recognitions and sympathy gifts.

Service recognition must be part of a meaningful ceremony, employee must have over 5 years service, may not exceed $400.

Gifts of cash or cash equivalent are not allowed Exception – service awards by the University, employee awards programs or employee

recognition programs Sympathy-under $100 traditional commemorations (flowers, fruit baskets, etc) for serious illness

or death of employee or family Charitable contributions in lieu of traditional commemorations may be given, consistent with

the amount the department would normally give.

Gift Cards• POLICY?• A copy of the gift card or other documentation listing the name of the business and amount

should accompany a signed acknowledgement from the person receiving the gift card

Other Requests• After the fact purchases require purchasing approval. Justification should accompany requests

and be sent to purchasing• If prior approval is obtained, attach approval to request prior to submitting to accounts payable• Should not be used to circumvent purchasing policy• PACS cards should be used if possible

Exceptions Postage Stamps must be approved by Controller and mailing list Moving Expenses must be approved by Controller

Where to send• Check requests for allowable expenses, send form and backup to Accounts Payable, Campus Box

5903 • Check requests for preapproved exceptions, send to purchasing or attach prior approval

Misuse of Check Requests

Check requests should not be used for:• Payments that should be made under purchase orders• Petty cash reimbursements• Travel• PACS card purchases• To circumvent procurement procedures

Why Was My Check Request Returned?• Proper signatures

Check request not signedBusiness Entertainment Form not signedVice Chancellor approval required

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Purchasing procedures not followed – requires approval• Original invoice or receipt not attached• Petty Cash procedures not followed

Backup Documentation• Copy of documents to be mailed• Original receipts showing payment has been made• Original invoice• Signatures of recipients if gift cards are received• If multiple invoices – attach adding machine tape that equals amount of request

Vendor Invoice Delivery Invoices should be mailed to accounts payable Email accountspayable@uncw.edu

Direct Deposit Forms & RegulationsFORM

Employee reimbursements must be direct deposit if they are set up in payroll Vendors may be direct deposit and is the preferred method Active email required for direct deposits

Payment Process• Payments are made once a week – Wednesdays except during holiday or end of year • Demand checks should be limited to emergencies only and must be approved by the Controller.

Justification and form required.

Payments Released• Payments are released after funds are approved and final review• Checks are mailed directly to vendors via USPS. If departments want to FedEx a check, they

should pick it up and FedEx at their expense.• Direct deposits released within two business days of the check run • Checks released to department personnel only, not to vendors/individuals• Checks requested to be picked up by departments are released only with justification and

should be limited

Researching Payments in Banner• FOIDOCH• FGITRND• WHAT FORMS ARE AVAILABLE CAMPUS WIDE?• Contact accounts payable for assistance if needed

Deadlines & Payment Distribution Policies Deadlines for check requests and purchase order payments is Friday by 10am for the following

Wednesday check run Holidays and end of year deadlines may differ, check website for changes Attachments should be kept to a minimum but may be sent to accounts payable to be mailed

with checks. Attach copy of attachment for mailing.

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Do not copy check requests as an attachment

Purchase Order Processing

Regular Orders• Invoices must be received by accounts payable• Signed receiver should be sent to purchasing for processing in Banner

Standing Orders• Invoice must be received by accounts payable accompanied by a signed receiver• Include amount to be paid and invoice number

Signed Receivers and Where to Send Regular – send to purchasing Standing – send to accounts payable

Where Invoices Go All invoices must be received by accounts payable to be processed

What can I do?• Do not use nicknames • Include Banner ID number if available• Don’t hold invoices – forward immediately to accounts payable• Be sure vendors include PO# on invoices

Who to call• Manager - Liz Johnson-Bryant• Coordinator - Sarah Jackson• A-M purchase orders - Jayne Pate • N-T purchase orders – Bente Hinnant • U-W purchase orders – Teresa Morris• X-Z purchase orders – Susan Wright• Check requests – Sarah Jackson

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ACG 1.50 (rev. June 2007) Document Number CD-0009

University of North Carolina Wilmington CHECK/DIRECT DEPOSIT REQUEST

PAYEE (60 characters) BANNER ID (9 characters) ADDRESS (30 characters) (30 characters) CITY (20 characters) STATE

COUNTRY (3 characters) ZIP -

FOR ACCOUNTS PAYABLE USE ONLY

VENDOR ID# ENCL. CODE

INVOICE DATE

1099 CODE

DUE DATE

SINGLE CHECK

INVOICE #

MULTIPLE INVOICE

DESCRIPTION (short description of payment)

FOAPAL Distribution

6-Digit Banner Fund 6-Digit Account 5-Digit Org (if not default)

6-Digit Activity (if applicable)

AMOUNT

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Single Check

Date Check Preferred

TOTAL CHECK AMOUNT

Purpose of Disbursement (Support Documentation must be attached)

Note for Personal Services Is the out-of-state payee subject to 4% NC Withholding Tax? Yes No If no, supply the Certificate of Authority number __________________

If the payee exists in the system as a direct deposit vendor, a valid reason must be entered below if a check is required rather than a direct deposit. A check will be issued for the payee only if a valid reason is specified or if the payee is not a direct deposit. *Check Only *Explanation (required) _____________________________________________________________________________ Select one: Mail to Payee Is documentation attached for mailing? Yes No Attach an extra copy of documentation for mailing purposes, in addition to Accounting Dept. file copies.

Requested Payment

Other (Specify) _____________________________________________________________________________

Distribution *Return check to department for mailing to payee ________________________________. Ext. ____________

*Explanation (required) ________________________________________________________________

Prepared by: Ext. Mail Code Date:

Authorized by: Ext. Mail Code

Date:

(Signature of Budget Authority is required.)

Accounting Approval

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