Accounts Payable

Please be advised that the last check run for 2024 will be on Wednesday, December 18^th.  The submission deadline for invoices will be 10:45 a.m. on Friday, December 13^th. The first check run of 2025 will be on Wednesday, January 8^th. The submission deadline for invoices will be 10:45 a.m. on Friday, January 3^rd.

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.

Expenditures Cheat Sheet

In an effort to help campus determine what is submitted in uShop and what is submitted in Chrome River, we have created an Expenditure Cheat Sheet. We have also included information about inter-agency transfers and wire transfers for those transactions that require either of those payment methods.

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.

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

• Account number 954910
• Must have UNCW address
• If using general funds, must not exceed 1 year
• Attachment often required

• Account numbers 954920/954990
• For institutional dues (954920), department head approval is required
• For individual registration (954921), general funds are not usually allowed.

• 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)

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

• Accounting/Controller
• Budget Office
• Fixed Assets
• Payroll
• Purchasing
• Student Accts & Cashier
• Travel

• NC Dept of Revenue
• NC State Budget
• NC State Controller's Office
• NC Secretary of State
• Internal Revenue Service