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
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Business Entertainment
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 Services
Account 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
Subscriptions
Account 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
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Employee Gifts
 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 signed
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•
•
Business Entertainment Form not signed
Vice Chancellor approval required
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 & Regulations
FORM
 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
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
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.
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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Document Number
ACG 1.50 (rev. June 2007)
CD-0009
University of North Carolina Wilmington
CHECK/DIRECT DEPOSIT REQUEST
PAYEE
(60 characters)
BANNER ID (9 characters)
ADDRESS (30 characters)
(30 characters)
CITY
STATE
(20 characters)
-
ZIP
COUNTRY (3 characters)
FOR ACCOUNTS PAYABLE USE ONLY
VENDOR ID#
ENCL. CODE
INVOICE DATE
1099 CODE
DUE DATE
SINGLE CHECK
INVOICE #
MULTIPLE INVOICE
(short description of payment)
DESCRIPTION
6-Digit Banner Fund
6-Digit Account
FOAPAL Distribution
6-Digit Activity
5-Digit Org
(if applicable)
(if not default)
AMOUNT
1
2
3
Single Check
Date Check Preferred
TOTAL CHECK AMOUNT
Purpose of Disbursement (Support Documentation must be attached)
Yes
Note for Personal Services Is the out-of-state payee subject to 4% NC Withholding Tax?
If no, supply the Certificate of Authority number
Requested
Payment
Distribution
No
__________________
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:
No
Yes
Is documentation attached for mailing?
Mail to Payee
Attach an extra copy of documentation for mailing purposes, in addition to Accounting Dept. file copies.
Other (Specify) _____________________________________________________________________________
Ext. ____________
*Return check to department for mailing to payee ________________________________.
*Explanation (required) ________________________________________________________________
Ext.
Prepared by:
Ext.
Authorized by:
Mail Code
Date:
Mail Code
Date:
(Signature of Budget Authority is required.)
Accounting Approval
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