Accounts Payable - East Carolina University

Accounts Payable
Notes on Procedures
Preferred method for payment
• CANNOT be used for foundation funds or
personal purchases
• CANNOT be used for a recurring expense
examples of expenses may be
found on Materials Management
Direct Pay Form
Used to pay approved expenditures which
do not require a university purchase
 Used when the ProCard is not accepted
by the vendor
 Located on Accounts Payable website
◦ “Instructions for Banner Direct Pay Form”
Direct Pay Form Use
 To
request reimbursement
of personal monies expended
for University business use
 To purchase supplies and
materials which are NOT available
through the University storerooms
 To determine any federal tax liability, payments
made to individuals with foreign addresses or
names should be sent to Keecia Rouse in Payroll
for review. Ideally, before a commitment is
Direct Pay Form
The following Expenditures CAN be paid by direct pay
but ProCard is the Preferred Method
Memberships and
organizational dues
 Subscriptions
 Registrations
 Publications
 Interlibrary loans
Federal Express charges
Certifications and
examination fees
New automated Contract form located at the bottom of
page at
Contractual Services Payment Form:
Used to pay for services associated with a contract
Utilized to reimburse non-university professional
individuals for services rendered to the University that
qualify to be classified as an Independent Contractor
NO Employees
- Honorariums for professional speakers
- Special performers or artists
NO Students
Contractual Services
Accounts Payable website:
◦ Under Contractual Services Request label
• Located at bottom of page
• Complete contract instructions located at Materials
Contractual Services
Independent Contractor
If the independent contractor is a business,
they should be paid via PORT, UNLESS the
business is subject to tax withholding.
In that case, you must pay the business via a
contractual services pay
request form.
NC Income Tax- Nonresident
Personal Services
The 1997 session of the General Assembly enacted
legislation which requires withholding of NC income
tax at the rate of 4% on non-wage compensation paid
to nonresident individuals and businesses for personal
services rendered within NC
Individual or business that does NOT reside in North
The withholding tax applies to a nonresident individual
or business in connection with a performance, an
entertainment, an athletic event, a
(workshop), or the creation of a
radio, or television program
Contractual Services
The definition of contractors subject to the 4%
withholding tax has been expanded to include individuals
possessing ITIN numbers, rather than social security
numbers (SSNs) or employer identification numbers
All services performed by ITIN individuals in excess of
$1,500 cumulatively will be subject to the 4% withholding
provisions, not just services previously identified above.
To determine any federal tax liability, payments made to
individuals with foreign addresses or names should be
sent to Keecia Rouse in Payroll for review. Ideally, before
a commitment is made.
PORT direct pay PO’s
should be used only on a
limited basis
PORT assures that
purchases are properly
authorized prior to
Banner requires 3-way
matching before invoice
will be paid:
◦ PO
◦ Invoice
◦ Receiving
 Must be completed before Banner will pay an invoice
 Over-receiving is done when vendor submits multiple invoices
for one line item on a PO. Example: Dell PO with one line
item for a workstation. Dell then submits multiples invoices for
keyboard, CPU, monitor, etc.
 Receiving must be done for each
 AP will make every effort to put a
comment on PORT asking for
additional receiving when additional
invoice is keyed. For instructions
on how to complete over-receiving
in PORT, please contact Material
Queries/ Reports
AP quick queries are
located in 2 place:
1. AP website at:
2. Systems Coordination
website at:
Banner Vendor History
 Banner PO to Check by
PO Number Report
 Banner PO to Check by
Vendor Number Report
 Banner Check Number
Search Report
 Multiple Vendor Report
 Bank Reconciled Check
Number Search Report
Banner Direct Pays/Employee
Reimbursements/Sales Tax
Verify that the name on the form matches
the banner id
Please do not tape or highlight over relevant
information on receipts
If ECU employee, needs to be paid via payroll
If non-ECU employee, OK to pay via Direct pay
Banner/ Employee
Reimbursement/ Sales Tax
Must provide list of attendees
and business purpose
Must provide original, detail
Proof of payment should be
Tips – max gratuity is 20%
Candidate meals can be paid
via state funds
Employee meals cannot be
paid via state funds
 Alcohol – cannot be paid
via state funds
 If spouses are attendees at
meals, there must be a
clear business purpose in
paperwork to substantiate
meals, otherwise spouse’s
meals must be identified
and deducted from the
amount paid.
Plan ahead to make purchases via
ProCard instead of employee
It is unnecessary for ECU to pay sales tax
when a charge could have been paid via
Be aware of what you send via campus mail.
 If sensitive information gets out, ECU can be
held liable for this.
 Please black out any patient name, student
name, diagnosis, social security number, etc…
before sending it to AP.
 AP will black out sensitive information before it
is scanned.
Dual Employment
Applies when ECU “borrows” an employee from
another state agency. County school systems and
community colleges are not considered state agencies
for dual employment purposes. Payment is made to
borrowing agency, not employee. Must submit via
CP-30 form that can be found
under the Dual Employment section.
Cannot pay until services are rendered.
Required department AND vice chancellor signature
Always uses account # 73062
Matching social security is 7.65% of gross salary
Please send any questions you have,
no matter how small,
to the following email
[email protected]
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