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Thank you for visiting the Business Processes page, which is currently undergoing revision. This page contains schematics and detailed descriptions of the SOP's major procedures. Below, please find some of the daily processes that affect School faculty and staff. Each category below includes a brief descripton of that particular process, followed by more extensive information that clarifies how the process works.
This section is intended to provide detailed information and instructions pertaining to the Business Management office's processes and policies. If you would prefer to download forms directly, please go to the Forms and Instructions page. You may select any of the following topics below to learn more:
Check Request/Small Orders
Travel Request
Purchase Order/Requisition
Resolving Remedy Tickets
Account Reconciliations
Budget Adjustments
Using the HRAS System
Creating New Positions
Creating New Hires
How to Make Personnel Changes
Check Requests: These requests, along with the "Request for Payment of Independent Contractor," allow departments to pay companies and individuals for approved expenditures that do not require a Purchase Order. If you wish to create or track a check request, go to Finance Central to get started. You may review examples of transactions that require a Check Request here.
Below, you will find a Check Request Flowchart, indicating four distinct steps you must take to complete a check request. Click on each box for specific , start-to-finish procedural tips.
CHECK REQUEST PROCESS
1. To begin creating a Check Request, log on to Finance Central. After logging in, you will arrive at the BULLETIN FOR THE FRS FINANCIAL ACCOUNTING page (see below).
2. Next, click on CHECK REQUEST in the Main Menu located in the left margin, which will allow you either to track a request or create a new request (see below).
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 3. To create a request, click on the CREATE bar at the top of the page. This will allow you to create a new request by entering the payee's tax ID number (see below). If you do not know the tax ID number, contact the payee and have them provide it.
4. Begin filling out the check request form by entering the Payee type (Individual, Business or Independent Contractor) and the Payee's tax ID. No tax IDs are required for "Business" Payees. Click SUBMIT.
5. If you find a match for the Payee, click in the circle beside the name to continue. If you don't select a Payee, a message will appear reading, "You must select a Payee before getting an address." If you cannot find the Payee address, two additional buttons may appear on the web page. Click on the NEXT button to display an additional list of payee addresses. To view prior payee addresses, click on the PRIOR button. You can click on the ADDRESS button to view a list of payee addresses. Selecting RETURN takes you back to the CREATE web page with the selected name and/or address.
Keep in mind that If you ever make an error and wish to start over, click on the RESET button, which erases all previously typed information.
6. The ADDITIONAL ORDER INFORMATION section is optional (see below).
7. In the FRS ACCOUNTING INFORMATION section (see above), supply the ledger number, account number, and all other required information. You may choose an account number you have used in the past by clicking on ACCOUNT SELECT.
8. For the CHECK STUB DESCRIPTION box (see below), enter either the Subscription number or the Customer number, something that lets the vendor know who is paying the invoice.
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9. Check the SEND CHECK THROUGH U.S. MAIL box if you wish to have the check sent this way. If you do not select this box, then explain the delivery instructions on the first line of the Notepad section.
10. In the NOTEPAD section, write a brief description of your purchase. Clicking on the IT'S OK TO PAY THIS CHECK REQUEST box lets disbursement services know they are to pay this request. The box called DELETE THIS CHECK REQUEST is used when you have created the request, but no longer need it. If you check this box, explain why you no longer need it in the NOTEPAD section.
11. The three boxes labeled FOR DEPARTMENTAL USE ONLY include the ID code (upper left box), the invoice number (upper right box), and an optional box (bottom center) for any extra data you wish to include.
12. In the PREPARED BY box, add your information from the drop-down list. Also, be sure to write your check request number on the invoice. If you wish to save your request without submitting it, click SAVE INCOMPLETE. If you are ready to send your request, click VALIDATE AND SAVE.
 13. Finally, go to the TRACKING section to the left and click FORMAT TO PRINT for a printable form for the Business Management office. Make two copies of this form (one for your department, and one for Finance). Select SUPPORTING DOCUMENTATION, then click SUBMIT.
 14. The Business Management Office should receive both a copy of the check request and the original invoice. Be sure to use paperclips to bind the pages together.
TRAVEL REQUEST PROCESS
UNC's travel request process has recently changed. Currently, this process is completed electronically using Finance Central.
If you wish to review the travel request process, UNC has created a useful Web Travel online tutorial, a 10-minute overview that includes everything you need to know to complete the process of authorization and/or reimbursement.
Other, more targeted online tutorials include:
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PURCHASE ORDER/REQUISITION PROCESS
What are Purchase Requisitions (Purchase Reqs)?
Purchase Requisitions allow SOP staff and faculty to request materials or services from various vendors, including University agencies (i.e., Student Stores); they also enable SOP employees to request payment for such services or materials on a confirming basis. Purchase Requisitions become Purchase Orders when UNC’s Purchasing Office (located in the Administrative and Business Office, or AOB) confirms the requisition. For the SOP, this task is performed by the School’s Administrative Assistants. After confirmation, Purchasing assigns a Purchase Order number for each requisition that can be tracked and updated using FRS.
What You Need Before You Create a Purchase Requisition
For all requests, there must be documentation that includes:
• the name of the person making the request (usually a PI or other faculty member); and
• any pertinent forms/data relating to the request (discussed below)
Purchase Requisition approval originates from Administrative Assistants (AA) through the FRED ( Finance Central) program. AAs are responsible for this process and must initial all paperwork before it can be entered electronically in FRED, where purchase orders are documented.
How to Create a Purchase Requistion:
1. A purchase request originates from a PI or a faculty member and is sent to their respective AA. The quote must also include the account number to be used and sole source justification.
3. Click START, then PURCHASING from the drop-down menu (see below).
4. Click CREATE REQUISITION, then SUBMIT (see below). This will take you to the Requisition number page, and the AA’s name should now appear in the CONTACT box.
5. Click DELIVER TO and then go to FAVORITES box at the right (see below) to select your “favorite” (“favorite = previously used) vendor and click SAVE.
6. Click ACCOUNTS (see below) and enter the appropriate account number (i.e., the account number that was given by the PI to the AA). Keep in mind that in this section, you can only add the percentage amount in one field.
7. Click on the OPTIONAL field (see below) to enter the contract start/end dates (this section usually applies to maintenance orders). Type in the DELIVERY date if you have it. REFERENCE means the quote number. The QUOTE DATE should be entered, if available. Always click HOLD FOR ATTACHMENT at the end. In the area labeled SPECIAL HANDLING INSTRUCTIONS, be sure to add this phrase: “Please return PO copy to [AA’s name]”
8. In the field marked LINE ITEMS (see below), add all pertinent data. In the box marked DESCRIPTION, include the item number exactly as it is described in the quote. Then click SAVE. If you have any special instructions that relate to the quote, go to the LINE TYPE field and select PERMANENT TEXT to add any details.
9. In the NOTEPAD field (see below), type “sole source justification and quote are attached in Purchase Req.” Next, go to the ATTACHMENTS field after scanning the quote, invoices, sole source (i.e., anything that needs to go with the requisition request). Go to the BROWSE section to attach any pertinent documents. Then click PREVIEW at the bottom of the page. If all is OK, click SUBMIT. A screen should appear with a reference number and will indicate that the request has been submitted to the Business Management Office for approval.
10. Go back to your INBOX, click CREATED (see below), find your reference number (all in numerical order) and then click VIEW. Click PRINT to make copies and close the requisition.
11. Finally, AAs send copies to their respective Accounting Technician.
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Budget Adjustments
Currently, requests for budget adjustments are fulfilled through the Reservations/Requests portion of this site. Click on the Budget Change/Funds Request link to begin the process and to submit your request. Instructions on how to fill out the form are provided.
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