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Accounts Payable

Accounts Payable

The UNCW Accounts Payable Office is committed to providing quality service to UNC Wilmington faculty, staff, and vendors.

The Accounts Payable Office is responsible for timely and accurate payments of vendor invoices, establishing vendors in our financial system, and collecting tax information for vendors.

Lost Checks

Please allow at least 15 business days for checks to be delivered prior to contacting Accounts Payable.  In order for UNCW to reissue a lost check, the vendor must submit a notarized affidavit.  The original affidavit should be mailed to UNC-Wilmington, Attn: Accounts Payable, 601 S. College Road, Wilmington, NC 28403-5903.  Once the affidavit is received, AP will reissue the replacement check on the next available AP cycle. 

If you have questions, please email the Accounts Payable Inbox.

Disbursements

Lease Decision Tree

The lease decision tree was created to assist campus in determining whether a contract is considered a lease and when to use the lease contract form in uShop.

Types of Payments

Entertainment

Types of Expenditures Governed by This Policy

Cost of meals, theater tickets, golfing privileges or any other costs of a personal nature related to a business activity taking place off-campus and is not directly related to a university program or formal workshop are subject to special documentation rules.

  • For meals or activities off campus
  • Proper signatures and list of attendees including UNCW employee in attendance
  • Original receipts
  • Must not be general funds

Employee Reimbursement

Employees may be reimbursed by Check Request.

Documentation such as original receipts or invoices and proof of payment will need to be submitted along with the Check Request to verify the need for reimbursement.

Subscriptions/Memberships

Subscriptions
  • Account number 954910
  • Must have UNCW address
  • If using general funds, must not exceed 1 year
  • Attachment often required
Memberships and Institutional Dues
  • Account numbers 954920/954990
  • For institutional dues (954920), department head approval is required
  • For individual registration (954921), 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
  • Non-Travel Status Registration Fees (928530)

Independent Contractors

UNCW utilizes independent contractors and they are paid according to certain guidelines. Please visit our Tax Compliance and/or Purchasing pages for additional information. 

Ready To Pay an Independent Contractor?

  • Payment cannot be made to an Independent Contractor until a purchase order has been issued via uShop
  • Enter a comment in uShop addressed to accountspayable@uncw.edu to let Accounts Payable know you are ready for payment to be initiated.
    • Include the amount to be paid, if there is no invoice, and whether the check is to be mailed or picked up at the Cashier's Office. If payment will be picked up at the Cashier's Office indicate 1-2 people responsible for pickup
  • Enter receiving in uShop

Additional Information

  • Services provided by individuals are subject to IRS tax reporting obligations. See brochure on independent contractors.
  • 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 backup withholdings.
Visit the Controller's Website for AP Forms

Helpful Internal Links

Helpful External Links