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The Accounts Payable and Vendor Management Team oversees payments to University suppliers and vendors of the University. There are three ways of making payments to these business partners, most of them are completed through the ConnectCarolina system. Most payments are made after the service is rendered or item is purchased, but in special situations, an advance payment can be made.

Purchase Order Vouchers are created in Accounts Payable to pay invoices for UNC Procurement Services-issued purchase order transactions. Purchase order vouchers require a three-way match between the purchase requisition, invoice, and receipt of items in the purchasing module in order to pay.

How-to Resources

Special Situations

Campus Vouchers are used to pay non-Purchase Order payments to vendors (total invoice less than $5,000), independent contractors, cash advances, and reimbursements for employees and students. Student stipends are also frequently paid through campus vendors.

The ConnectCarolina user information website has multiple training and resource documents, and quick reference cards to assist with entering a campus voucher. Visit the site and search by campus voucher to open the topics relating to campus voucher creation and workflow such as the following:

How-to Resources

Other Notations

Foreign Wire Transfers

See the Wire Fund Transfer page for details.

Reimbursement Notice

Any work-related purchase must go through the appropriate procurement channels.  It is against policy for an employee to purchase an item with personal funds and then request reimbursement.

To reinforce this policy, we will be requesting that sales tax be removed from any employee reimbursement in which the employee bypassed available UNC procurement methods.  See the January 11, 2021 memo for details.

Expenses must comply with NC OSBM policies and UNC policies and procedures. Funding sources (chartfield strings) must allow payments for these expenses. Relevant policies and procedures are found in the GO TO section in the right-hand column of ConnectCarolina.Expenses paid on campus vouchers include but are not limited to the following: Rents, royalties, employee and student awards, membership dues, licenses and certificate fees, payments to independent contractors, cash advances, petty cash replenishment, and business entertainment.Campus voucher reimbursements require an explanation as to:

  • what the expense is for
  • how it relates to the university and
  • proof of purchase for the expense (a receipt, invoice with $0.00 balance, or a bank statement).

A Business Entertainment Expense Memo (Finance Procedure 1263.1 – Paying for Business Entertainment Expenses ) is required when an individual is being reimbursed for a business entertainment expense (food related expense), which needs to include the reason for the expense, place of meeting, number in attendance, and names of those in attendance (required for meetings of only 8 attendees or less).

Reimbursements are not allowed for the following items:

Can I pay multiple invoices on one voucher?
No. Each invoice needs to be created on its own voucher.
Can I pay a credit memo and an invoice on the same voucher?
No. The credit memo and invoice need to be created on separate vouchers.
Can I pay a deposit on a campus voucher?
No. A deposit needs to be paid on a purchase order.
My voucher was denied due to a lack of a remittance address, but there is one in the system. How can I get my voucher approved?
When paying a vendor, documentation of the remittance address is required in order to ensure payment is sent to the correct place. Resubmit the voucher and include documentation of the correct remittance address (updated invoice, email from vendor, etc.)
Can I pick up the check for a voucher instead of having the check sent directly to the vendor?
Yes. Please indicate that you would like to pick up the payment in BOTH the invoice and payment comments of the voucher and also include contact information.

Further questions can be addressed to accountspayable@unc.edu, or by contacting Accounts Payable staff directly by email or phone, found in the Accounts Payable Staff Directory.