1218.1 - Procedure for Determining Vendor Documentation

Title

The University of North Carolina at Chapel Hill Finance Procedure 1218.1 - Procedure for Determining Vendor Documentation

Procedure

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.

Vendors can be one of several types: students, employees, independent contractors, outside parties, outside parties - individuals and attorneys. Depending on each type, supporting documentation required in ConnectCarolina differs as listed in the Vendor Documentation Guidelines (Finance Related Data 1218.1.1rd) document.

Departments hiring workers defined as Outside Party/Individual must submit the following forms when creating a vendor:

  • Finance Form 1218.1.1f - "Outside Party - Individual" Certification Form
  • Finance Form 1218.1.2f - Direct Deposit Authorization Form for Vendors (ACH Form)
  • Finance Form 1218.1.3f - Supplier Application Form (formerly Vendor Master File Record) (HUB Form)
  • IRS Form W-9

Changes to vendor direct deposit bank accounts need to be confirmed by the department requesting the update, with a known contact for the vendor. Once departments receive vendor information, they should upload the direct deposit form for vendors and a copy of a voided check or bank letter, through Campus Vendor in ConnectCarolina.

Exceptions

Students of the university who do not own their own bank account can opt for a payment by check. For this, or any other area of question that needs clarification, contact vendor_coordinator@unc.edu.

Related Requirements

External Regulations and Consequences

University Policies, Standards, and Procedures

Contact Information

Primary Contact
Subject Contact E-Mail
Vendor Documentation Accounts Payable and Vendor Services accountspayable@unc.edu

 

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Details

Article ID: 131418
Created
Thu 4/8/21 9:08 PM
Modified
Mon 1/24/22 1:14 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
09/17/2021 12:00 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director, Accounts Payable and Vendor Services
Last Review
Date on which the most recent document review was completed.
09/17/2021 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
09/17/2021 12:00 AM
Origination
Date on which the original version of this document was first made official.
12/16/2014 1:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget