Accounts Payable

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.

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.

Business-Related Entertainment

Types of Expenditures Governed by University Policy 05.107 Business-Related Entertainment Expenditures

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

• Must fully document the business purpose
• Must list attendees, including UNCW employees in attendance
• Provide original receipts and/or invoices displaying itemized charges
• Tips must be reasonable and customary and must not exceed twenty percent of the total bill and/or invoice before any applicable taxes
• Cannot use general funds

Employee Reimbursement

Employees may be reimbursed for approved purchases only by submitting a payment request via Emburse Direct Pay Module.

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

Subscriptions/Memberships (Does not pertain to software subscriptions)

• Account number 954910 - Periodicals & Subscriptions
• Must pertain to a UNCW address
• If using general funds, term must not exceed 1 year

• Account number 954920 - Institutional Dues and Memberships 
• Account number 945921 - Indiv Professional Dues, Membership  
  • General funds allowed only if there is a documented requirement for the position.

• Usually processed as part of a travel pre-approval
• Online seminars not requiring travel can be paid by submitting a payment request via Emburse Direct Pay Module
  • Account number 928530 - Registration Fees Non-Travel Status 

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