Accounts Payable

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 time for checks to be received prior to contacting department. Checks that are voided and reissued are processed within the next check run process except the first check cycle of the month. All affidavits must be notarized and original must be received by department prior to reissue.

Email Cathy Daniels or call 910.962.3645 for more information about lost or missing checks.

Disbursements

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.

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