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Viewing: 1218.1 - University of North Carolina at Chapel Hill Procedure on Determining Vendor Documentation

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Current Status: Active PolicyStat ID: 5313665

1218.1 - University of North Carolina at Chapel Hill Procedure on Determining Vendor Documentation

Procedure Statement

When establishing a vendor in ConnectCarolina, users must include supporting documentation depending on the type of vendor. The university requires payees to receive payments electronically, so all vendors must fill out Form 1218.1.2f when being added to the system for business transactions.  

Forms and Instructions

Vendors can be one of several types: Students, employees, independent contractors, outside parties, outside parties - individuals and attorneys. Depending on each type, supporting documentation required in ConnectCarolina differs as listed in the Vendor Documentation Guidelines document.

Departments hiring workers defined as Outside Party/Individual must submit the following forms when creating a vendor:

Changes to vendor direct deposit bank accounts need to be confirmed by the department requesting the update, with a known contact for the vendor.  Also, submit the direct deposit form for vendors and a copy of a voided check or bank letter, through Campus Vendor in ConnectCarolina.

Related Data

1218.1.1rd - Guidelines for Vendor Documentation

Exceptions

Students of the university who do not own their own bank account can opt for a payment by check.  For this, or any other area of question that needs clarification, contact vendor_coordinator@unc.edu. 

Related Policies

1218 – University of North Carolina at Chapel Hill Policy on Purchasing Method

708.1 - University of North Carolina at Chapel Hill Procedure on Independent Contractor Predetermination Process

Contact

SUBJECT CONTACT TELEPHONE FAX E-MAIL
Vendor Management, Vendors A-Q Accounts Payable 919-962-1768 919-962-2356

vendor_coordinator@unc.edu

Vendor Management, Vendors R-Z Accounts Payable 919-962-0746 919-962-2356 vendor_coordinator@unc.edu
Independent Contractor Review and Determination Accounts Payable 919-962-0747 919-962-2356 vendor_coordinator@unc.edu

History

Revised:
August 20, 2018: Updated policy to organize and reflect correct procedure when creating vendor, which includes the submission of four forms: 1218.1.1f, 1218.1.2f, 1218.3f, and the W-9. Form 1218.1.3f and its requirement is currently before PRC committee. Moved 1218.1.1rd to Related Documents, where it belongs. 
May 2, 2018: Changed form 1218.1.2f - Vendor Direct Deposit Form to refer to Accounts Payable and updated revision date for form. 
February 8, 2018: Changes to vendor bank accounts should now be reported to Disbursement Services through campus vendor.  Changes to vendor direct deposit bank accounts need to be confirmed by the department requesting the update, with a known contact at the vendor.  Direct Deposit authorization form was also added.
10/11/2017 - Revised Procedure 1218.1.1rd Guidelines for Vendor Documentation to include information on setting up international students as a vendor.

All revision dates: 9/7/2018, 8/3/2018, 5/2/2018, 3/5/2018, 2/28/2018, 10/11/2017
Attachments:

Approval Signatures

Step Description Approver Date
Publication Matthew Teal: University Program Specialist 9/7/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 9/7/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 8/27/2018
Janet Rupert: Director, Accounts Payable & Travel Svcs 8/20/2018
Older Version Approval Signatures
Step Description Approver Date
Publication Matthew Teal: University Program Specialist 9/7/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 9/7/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 8/27/2018
Janet Rupert: Director, Accounts Payable & Travel Svcs 8/20/2018
Older Version Approval Signatures
Publication Matthew Teal: University Program Specialist 8/3/2018
University Policy Review Committee Jennifer DeNeal: Administrative Director 8/3/2018
Finance Policy and Communication Subcommittee Janet Kelly-Scholle: Associate Director 7/23/2018
Janet Rupert: Director, Accounts Payable & Travel Svcs 7/17/2018
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 5/2/2018
Finance Communications Office Christine Shia: Public Comm Specialist 5/2/2018
Publication by Office of Ethics and Policy Matthew Teal: University Program Specialist 3/5/2018
Finance Communications Office Christine Shia: Public Comm Specialist 3/5/2018
Janet Rupert: Accounting Manager [AD] 2/28/2018