Finance

All business travel must support the mission of the University of North Carolina at Chapel Hill, receive the appropriate approvals, and be carefully planned to ensure that expenditures are necessary and prudent, and that costs are held to a minimum. A University employee traveling on official business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds.

Resources

• Quick Reference Guide
• Travel Checklist
• Travel Policies
• Combining-Business-Travel-with-Personal-Travel
• Travel FAQs

Concur Expense

Concur is a new software program for pre-travel approval, travel booking and travel and business entertainment expense reimbursements. Purchases made on the new University Travel & Expense (T&E) Card will be reconciled in Concur Expense.

• Concur New User Checklist
• Concur Quick Start Mini Guidebook
• Concur Step by Step Guidebook
• Linking an Approved Request to an Expense Report

Travel and Expense (T&E) Card

The T&E Card is the preferred method of payment for employees to use when traveling on official University business and for business-related entertainment expenses.

• T&E Card Handbook
• When to use your T&E Card versus the P-Card
• T&E Card Expense Reconciliation

Set-Up

• Setting Up Your Concur Profile
• Setting Up a Default Approver
• Assigning a Personal Delegate

Training Modules and Additional Guidance

Workflows

• Procurement 101
• Required Procurement Documents
• Purchasing Method Decision Tree
• PCard Workflow
• Purchasing Card Program Handbook
• Vendor Management

BuyCarolina (formerly ePro)

• BuyCarolina User Guide
• BuyCarolina Helpful Tips
• BuyCarolina Chartfield String Tips

Order Forms and Required Documents

• Order-Requisition form
  • Brand-Vendor Specific Waiver of Competition
  • Justification Guidelines
• Invoice submittal form
• Pcard receipt submittal form
• Business entertainment submittal form

Vendor Setup Forms

• Guidelines for Vendor Documentation
• New Vendor Deposit form
• New Vendor Hub form
• W-9 form
• W-8 BEN form
• W-8 BEN-E form
• Foreign Vendor Creation form
• Foreign Wire Set-Up form

An individual who is engaged by the University to provide service could be considered an employee or an independent contractor. The independent contractor is subject to the direction or control of the University only as to the end result, not as to the methods and means used to accomplish that result. The determination that an individual is an independent contractor is to be made prior to the individual’s performance of service. Originating departments are to seek confirmation of independent contractor status from Accounts Payable prior to making any employment commitment or preparing any payment vouchers.

Key Takeaways

• Approval of Pre-Determination form is required prior to payment
• Background Check can be required
• Single-member LLCs are treated as ICs
• Services agreement and waiver of competition required if total payment exceeds $10,000
• Speakers and Community Collaborators may benefit from abbreviated documentation

Please see the full policies below for requirements regarding the hiring of Independent Contractors. Feel free to contact us with any questions using the Suppliers & Independent Contractors request in ServiceNow.  Please include a completed IC Questionnaire (first form shown below) when sending questions in an effort to streamline the request.

Policy Links

• 708 – Independent Contractor Policy
• 708.1 – Procedure for IC Predetermination Process
• 708.2 – Procedure for Paying an IC

Forms

• Potential IC Questionnaire
• W-9 Form
• W-8 BEN Form
• Employee/Independent Contractor Determination Checklist
• Independent Contractor Services Agreement and Statement of Work
• Customer Request for a Brand/Vendor-Specific Waiver of Competition
• Speaker Checklist
• Community Collaborator Checklist

UNC Agreement Type, Signature Delegation, and Review Process