To: University Business Managers, MOU Leads, RASG
From: Janet Rupert, Director of Accounts Payable and Travel Services
Starting immediately, the University requires all new campus vendors to complete appropriate business forms to conduct business with Carolina. This change also applies to vendor modification requests such as address updates.
- 1218.1.1f, “Outside Party – Individual” Certification Form has always been required and remains in procedure 1218.1.
- 1218.1.2f – Direct Deposit Authorization Form for Vendors (ACH Form). The University now requires payees to receive payments electronically, unless the vendor is a student who does not own a bank account, then a check payment option is available.
- 1218.1.3f – Vendor Master File Record Data Form (HUB Form)*. The University now requires vendors to document their NC HUB certification as well as any Federal certification of status, as well as their business size, before conducting business with the university. This form is not required for students, visiting students, employees, affiliates, or study subjects.
- IRS Form W-9 is still required for domestic vendors.
Reasons for the Changes: Formerly, vendors could choose to receive their payments electronically or by check. The requirement for the ACH form is to ensure a timely method of payment and reduce costs of check generation for campus payments. The Vendor Master File Record Data Form was employed previous to this memo, but is being formally linked with 1218.1 Procedure on Determining Vendor Documentation for consistency.
*Historically Underutilized Businesses (HUB) are corporations, sole proprietorships, partnerships or joint ventures formed for the purpose of making a profit in which at least 51 percent ownership is by a woman, minority and/or service disabled veteran. HUB programs were created to promote full and equal procurement opportunities for small, minority- and women-owned businesses. State agencies and institutions of higher education use the HUB directory to solicit bids from certified HUBs.
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