Unit Procedure
Title
Department of Family Medicine: Procedure for Accounting, Invoice, and Bill Processing
Introduction
Purpose
To ensure adherence to the departmental budget by defining the approvals required to process bills, reimbursements, invoices, and other accounting activities.
Scope
This policy applies to all faculty and staff in the Department of Family Medicine and all expenses to be paid by the Department of Family Medicine.
Procedure
I. All Invoices, Billings, and Reimbursements
Approval is required from the appropriate department manager: Manager of Financial Services (SOM administration), Residency Program Coordinator (residencies), Manager of Program Operations (CME, all other department programs), Grants Manager (grants) or Senior Clinical Director (clinical).
II. Purchasing Card ("P-card") Purchases
P-cards can and should be used for most purchases whenever possible. Common exclusions are alcohol, travel, gift cards, and payments to independent contractors. Refer any questions to the Manager of Financial Services.
III. Account numbers and Cost codes
Each purchase must be assigned to the appropriate funds, proper account information can be obtained from Manager of Financial Services.
IV. Reimbursements
Submissions must make clear the individual being reimbursed, what was paid for by said individual, payment method, and the business purpose of the expense.
V. Food
If food is to be paid for or reimbursed, a B1 form or other justification including date, purpose of the meeting, and number of attendees (+ names if <8) is required to be attached to the invoice. P-card should be used whenever possible.
Related Requirements
Unit Policies, Standards, and Procedures
Contact Information
Primary Contact
Name: Andrew Olsson – Manager of Financial Services
Telephone: 984-974-4880
Email: Andrew_Olsson@med.unc.edu