Articles (20)

1218 - Vendor Documentation Policy

The University of Chapel Hill Conducts business with many domestic and foreign vendors, as well as Independent Contractors. Each has its own process of enrollment and policy, which must be adhered to when establishing vendor relationships with the University and enrolling the vendor into our financial system.

1218.1 - Procedure for Determining Vendor Documentation

When establishing a vendor in ConnectCarolina, users must include supporting documentation depending on the type of vendor. The university requires payees to receive payments electronically, so all vendors must fill out Finance Form 1218.1.2f when being added to the system for business transactions.

701 - Encumbrances Policy

Encumbrances provide an effective method of tracking commitments across a wide range of departmental end-users - an important control feature given that some procurements require a long lead time for the vendor to supply the merchandise or perform the service.

702 - Policy on Cash Discounts for Vendor Payments

The Office of State Controller's cash management policy requires that each agency of the state operate within a fiscally responsible cash management policy. Discount terms offered by suppliers for prompt payment are considered when awarding purchase orders because such terms can result in substantial savings for the University.

703 - Policy on Advance Payments for Vendors

The University is required by the State of North Carolina to maintain due diligence in the safeguarding of the University's assets. Making payments prior to receipt of goods and services violates good internal control and places the University's assets at risk.

704 - Policy on Distribution of Checks for Goods and Services

As the University generates a large volume of checks, proper review of information is necessary to safeguard against potential check fraud. This policy is established to allow for review of information. Suspicious checks will be scrutinized and decisions rendering a "pay" or "no-pay".

704.1 - Procedure for Distributing Checks

The Campus Voucher must clearly indicate that the check requires special handling and includes the name and address of the individual to whom it should be returned.

705 - Sales and Use Tax Exemption Policy

This policy is to ensure the University's compliance with State of North Carolina law related to sales and use tax.

705.1 - Procedure for Notifying Vendors of the University’s Tax Exempt Status

The University's tax exemption status must be communicated to vendors prior to doing business.

706 - Student Payments Paid via Accounts Payable Campus Vouchers Policy

This policy addresses situations where financial aid payments are processed outside of the normal process of entering financial aid reimbursement into the GradStar system. When emergency situations arise, or if a student is tasked with conducting University business, or if the student is acting on behalf of a student organization, departments may utilize the campus voucher system in Accounts Payable for reimbursement purposes.

706.1 - Procedure for Paying Non-Enrolled Students via Accounts Payable Campus Vouchers

This procedure provides guidance on how to process payments to non-enrolled students via the Accounts Payable Campus Voucher system, which can not be processed in the GradStar system, as the majority of student financial aid payments are processed.

707 - Policy on NC Income Tax Withholding Requirement for Non-Wage Compensation Paid to Nonresidents

The University is required by North Carolina law to withhold state income tax at the rate of 4 percent on non-wage compensation paid to nonresident individuals and businesses for personal services rendered within North Carolina (NC) unless certain criteria are met.

707.1 - Procedure for Payments for Personal Services of a Non-North Carolina Resident

Payments for personal services may be processed in one of three ways.

708 - Independent Contractor Policy

The determination of the correct classification of worker as employee or independent contractor is significant to the University.

708.1 - Procedure for Independent Contractor Predetermination Process

The purpose of this document is to describe the procedure on Independent Contractor Predetermination Process.

708.2 - Procedure for Paying an Independent Contractor

The purpose of this document is to describe the procedure on paying an Independent Contractor.

708.3 - Procedure for Requesting and Paying a Speaker

To facilitate a quicker process for a special category of Independent Contractors, an abbreviated checklist is available for speaking engagements.

708.4 - Procedure for Requesting and Paying a Community Collaborator

This Procedure is intended to help facilitate a quicker process for campus departments to engage with Community Collaborators as part of community outreach and to gather community feedback. Community Collaborators are a special category of Independent Contractors.

709 - Policy on Federal and State Tax Withholding Requirements for Payments to Non-Resident Aliens Performing Services in the United States

The purpose of this policy is to provide information and instruction regarding tax compliance for payments to foreign national independent contractors performing services in the United States.

709.1 - Procedure for Completing Tax Withholding Forms as a Non-Resident Alien Performing Services in the United States

When a non-resident alien is compensated for services performed in the United States other than wages, then they are classified as an Independent Contractor.