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To:         Major Organizational Unit (MOU) Financial Leads
University Business Managers
Finance Council
From:    Martha Pendergrass, Director, Procurement Services

Campus Vendor changes have been implemented to reduce data entry and ensure the accuracy and most up-to-date information for students, employees, and affiliates.  These changes impact the creation of a new employee, affiliate or student campus vendors as well as the maintenance of biographical demographical information, like address and phone number, for existing students, employees and affiliates in their vendor record.

Changes for new Campus Vendor requests:

The campus user enters the campus vendor’s PID and selects his/her classification (employee, affiliate, student).  The new process will validate that the individual is classified correctly, and automatically extracts data for the name, TIN/SSN, home address, phone and business email fields where the data is available.  If required data (i.e. TIN/SSN and complete home address) is missing, the user receives an error and cannot proceed.  If the missing data is the home address the employee/student/affiliate must add it through ConnectCarolina Employee Self Service Menu> update Personal Information or via the campus directory.  If the social security number is missing, an employee or affiliate must contact his/her HR representative, while students must contact the Registrar to get the SSN added in ConnectCarolina.

Changes to existing Campus Vendors:

The changes impact existing student, affiliate and employee vendors as well.  If an existing vendor’s name, address, phone or business email is changed, the information is updated in the vendor record.  This ensures that the vendor record has the most up-to-date information for employees, students, and affiliates, and that future reimbursements and travel advancements are sent to the correct address or deposited in the correct bank account.

Additional details can be found in the following online resources:

  • A new webinar, Changes to the Campus Vendor Request System, was held just before the holidays, and the recording can be viewed here.
  • The Guidelines for Vendor Documentation have been updated in the Finance Policies and Procedures Manual.
  • A new quick reference guide, Choosing a Vendor Class, has been created and is now available
  • The Campus Vendor Student Guide training document has been updated and can be found here.
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