Good Morning,
We are in touch with important financial deadlines for the current fiscal year that ends on June 30. The dates noted below reflect the dates by which your requests should be received in the business office’s shared inbox, HussmanBusinessOffice@unc.edu, or in the appropriate campus system (Concur/Travel and Expense, BOA works/P-card, etc.). All inboxes are closely monitored and requests will be picked up and worked by the appropriate business office team member.
April 30th
- Submit requests for new or updated Independent Contractor agreements for payments due by 6/30 that do not require a background check. If background check is needed, please allow an additional 7-10 business days. * Please see below for more details re: criteria for background checks
May 6th
- Submit Foreign Supplier requests, including appropriate documentation
May 13th
- CABS ticket transactions in Web Travel (student or affiliate travel only; not applicable to faculty or staff)
- Submit Domestic Supplier requests in Connect Carolina, including appropriate documentation. If we’re adding a new vendor to the campus supplier file, this documentation must be submitted by this date
May 20th
- Voucher payment requests (payment of invoices, IC payments, etc.)
- Establishing a new purchase order
- Requesting a change to an existing purchase order
- Buy Carolina orders (e.g. Staples, Amazon, Apple, Lenovo, CDW-G)
May 24th
- Concur travel expense reports and T&E card reconciliations (faculty and staff travel and expenses). All expenses through May 24th must be assigned to an expense report and submitted for approval by May 24th
June 4th
- Budget holders who would like to request a payroll adjustment for the timeframe of July 2023 – May 2024 should contact the Business Office by this date
June 7th
- Submit an invoice for purchase orders established on or before May 20th
- Submit journal entry adjustments for Office of Sponsored Project funds
June 17th
- Reconciliation of p-card transactions in the June billing cycle (May 16-June 15)
- Submit journal entry adjustment requests (other than Office of Sponsored Project funds)
June 20th
- Reconciliation of p-card transactions in the July billing cycle (for posting in the current fiscal year).
- Budget holders who would like to request a payroll adjustment for the timeframe of June 2024 should contact the Business Office by this date
*A background check must be completed prior to the initial appointment and on an annual basis. Background check results are valid for twelve (12) months from the date of completion with no disqualifying results. Sensitive populations are defined to be individuals less than 18 years of age, patients receiving care in any clinical setting, or other individuals deemed to require enhanced supervision or protection based on University practice or State or Federal law. Sensitive facilities are University facilities that require special clearance or background checks for access as well as confidential or protected records.
Other Year-End Notes
- All requests should be accompanied by digital receipts. Pictures of receipts taken on mobile devices can quickly and easily be converted into PDF format via Adobe Scan. This free app is available for download both in the App Store and via Google Play, and a brief tutorial can also be viewed here.
- All payment requests outside the Concur and BOA works systems should be accompanied by a completed internal request form (also attached).
- Clear business justifications should be documented for all T&E and p-card expenses at the time of expense reconciliation.
- All business entertainment expenses must also include a comment or comments regarding attendees at the time of reconciliation. The names of all attendees are required if there were less than 8 total in attendance; if more than 8 attendees were present please also add a note to that effect in the reconciliation comment (actual attendee names are not required in that case).
- Travel expense reports should be linked to an approved Concur pre-authorization request.
- If you are a principal investigator, co-PI, or faculty member working on a sponsored research project administered through UNC’s office of sponsored programs and have summer salary funds budgeted for you in a project, please reach out to Angelena King to discuss timing and next steps if you have not already done so.
Thank you for reviewing this important information during this busy time of year. Please do not hesitate to reply with any questions.
-The Business Office Team