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To:  University Business Managers, MOU Leads, RASG

From:  Janet Rupert, Director of Accounts Payable

As mentioned in the Sept. 10, 2018 memo, the University requires all new campus vendors to complete appropriate business forms to conduct business with Carolina.  However, it is imperative for security reasons that this information is not transferred to the University via non-UNC email accounts. For vendor modification requests or updates, please note the following procedures have been amended:

  • 1218.1.2f – Direct Deposit Authorization Form for Vendors (ACH Form) and Form W-9.  Although the University is moving toward paperless payment processes for domestic vendors, the need for secure handling of ACH and W-9 information must be balanced with that goal.  When setting up a new vendor or changing a vendor, the only methods for requesting sensitive information, such as bank account numbers for direct deposit or SSN information on form W-9, should be by US mail or fax to the requesting department.  Departments must not request that suppliers return ACH information for form W-9 via an outside email. Once the requesting department receives the documents, they must then be uploaded via Campus Supplier request system in ConnectCarolina to create a new supplier or to update the appropriate supplier ID. Students, study subjects, affiliates, and other individuals including independent contractors are not required to provide ACH banking information unless they choose to do so.
  • 1218.1.3f – Vendor Master File Record Data Form. The University 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 required for businesses, including Independent Contractors set up as small businesses, and should be uploaded via Campus Supplier request system in ConnectCarolina when creating a new supplier or updating the appropriate supplier ID.

Reasons for the Changes: Procedures were updated to clarify safe handling of ACH and W-9 information in compliance with ITS-Information Security.  Form 1218.1.1f “Outside Party – Individual Certification Form” is still required and remains in procedure 1218.1.  Form W-9 is still required for domestic vendors.

Forms 1218.1.2f – Direct Deposit Authorization Form for Vendors (ACH Form) and 1218.1.3f Vendor Master File Record Data Form are being updated to reflect these changes.

For questions, contact vendor_coordinator@unc.edu.

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