Disbursement Services Section (APY)
INTRO 2
Effective Date: 03/01/1998
Last Modified Date: 07/16/1998
The Disbursement Services Department is organized into five sections.
Customer Service
The Customer Service section is responsible for the day-to-day contact with departments and vendors on matters related to the payment of vendor invoices, check requests, petty cash reimbursement requests, and independent contractor forms. It is also responsible for receiving and distributing reports from ITS, as well as mail received by the department.
Data Control
The Data Control section is responsible for attaching the appropriate enclosures to Disbursement Services checks, as necessary, preparing checks for mailing, entering data collect batches, and disbursing checks. This section is also responsible for proofing data entered through the Disbursement Services Vouchering and Imaging Systems, and recording and liquidating encumbrances not processed through the purchasing system. All inquiries related to encumbrances should be directed to Data Control in writing.
Payment Processing for Non-Purchase Orders
The Payment Processing-Non Purchase Orders section is responsible for processing all Check Requests, Petty Cash Reimbursement Requests and Independent Contractor Forms. This section is also responsible for reviewing data to determine the University's obligation to report certain types of payments to the IRS via Form 1099 and withhold North Carolina Income Tax.
Payment Processing for Purchase Orders
The Payment Processing-Purchase Orders section is responsible for processing all purchase order invoices for payment and ensuring that invoices with discount terms are processed immediately. This section is responsible for following up and resolving invoice processing problems, such as notifying the Material & Disbursement Services of price and quantity discrepancies between a University Purchase Order and a vendor's invoice. This section is also responsible for obtaining the required payment approval for Standing/Maintenance Orders from University departments and for obtaining Receiving Reports.
Vendor Coordinator
The Vendor Coordinator is responsible for comparing incoming data to the current vendor file and creating new vendor files or revising the current vendor file if applicable.
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