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

Title

University of North Carolina at Chapel Hill Finance Procedure 706.1 - Paying Non-Enrolled Students via Accounts Payable Campus Vouchers

Introduction

Purpose

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.

Scope of Applicability

In situations that fall outside of the usual payment process for student financial aid through GradStar, as outlined in Policy 706 or for non-enrolled students who are not on the UNC payroll system.

Procedure

Form 706.1.1f should be filled out and submitted on departmental letterhead and attached to all payment requests for stipends or awards of any kind that are payable to a non-enrolled student. The non-enrolled student's award letter must also be attached. 

Non-enrolled students require a supplier ID to prepare an AP voucher.  Departments are responsible for obtaining form W9 and an Outside Party Individual (OPI) Certification Form to set up an OPI or an active PID for Affiliates to submit a supplier request in campus supplier. 

Please note the following: 

  • Stipends/awards and other financial aid for non-enrolled students should be paid through the accounts payable voucher system, using account 558430 in the chartfield string. Attach form 706.1.1f-request for stipend or award to a non-enrolled student and the non-enrolled student's award letter to the voucher.  If the non-enrolled student is on UNC payroll, then payment should be made through the payroll system. 
  • Fellowships for non-enrolled students may be paid by voucher using account 558440.  Attach form 706.1.1f-request for stipend or award to a non-enrolled student along with the non-enrolled students award letter describing the fellowship and other relevant documentation. 
  • If the individual is enrolled at UNC or classified as a student in ConnectCarolina, or has recently graduated from UNC, then payment for stipends/awards or other financial aid should go through GradStar.  If the award is open to the public, then the voucher system is appropriate. Use account 558420.

Exceptions

None.

Related Requirements

University Policies, Standards, and Procedures

Contact Information

Policy Contact

Justin Hanford
Title: Voucher Team Supervisor, Accounts Payable and Vendor Services
Email: hanford@email.unc.edu
Phone: 919-962-0746

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Details

Article ID: 134400
Created
Tue 7/13/21 2:26 PM
Modified
Wed 9/15/21 7:46 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.
09/15/2021 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.
09/15/2021 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
07/13/2021 12:00 AM
Origination
Date on which the original version of this document was first made official.
08/23/2010 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget