MMD STATEMENT NOTES
- Order form from lab manager/Administrative Assistant (AA) must be approved by PI
- UNC Disbursement Services E-Commerce web sites (including on-campus scientific stores) should be the first choice for standard lab purchases
- Federal funding limits: $2500 per line item
- Other funding limits: $5000 per line item
- Each user must have their own user ID established with the UNC E-Commerce representative, and online setup is available for some vendors (check web site)
- User IDs may not be shared
- MMD statements must be reconciled by the division and submitted to the SOP Business Management Office by the 10th of the following month (this must include copies of all supporting documentation, including the Order Form, Acknowledgement, Packing List, etc)
- Charges without documentation will be charged to PI’s Trust account (if available) or the division’s State Funds These charges may not be subsequently moved
- Online training for any Lab/AA user is available through Material and Disbursement Services under “Training”
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CHECK REQUEST NOTES
- PI has ultimate accountability
- PI should approve order form and designate account number to be charged before placing the order
- Make sure the purchase is allowed for the type of funds you’re using (i.e., no food can be charged against a division’s State accounts)
KNOW THE LIMITS:
- A limit of $2500 (total, including freight) for any federally funded grants
- A limit of $5000 (total, including freight) for any other funds
- UNC can only pay from ORIGINAL INVOICES, not statements
- Social Security Numbers are required to pay individuals
- Signature approval is required on a final check request before submitting to the Business Management office
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Travel Reminders
- Please make your travel arrangements as far in advance as possible
- Do not wait until the last minute to book your flight via CABS. There is NO guarantee that the CABS can be approved in the same day, as there may be other factors affecting the approval (i.e., budget revision, pending no cost extension, etc)
- If your travel is close enough to use a car, you must first check to see if there is a state car available from the motor pool. This will affect the mileage reimbursement if you need to use your own automobile. This can be documented by a memo included with your receipts
- If you use a rental car, you must document very carefully why you had to rent, as travel needs a detailed justification for this expense
- Remember that the School of Pharmacy’s state van cannot be used for more than 16 hours in one week by a single individual
- Be sure to give your AA all receipts upon return, and keep them organized and neat
- Remind your AAs to be sure to take Web Travel if they have not already done so. The deadline to stop submitting old travel forms to the Business Management Office is September 1
Carolina Inn Reminders
- Make any dining and or room reservations as far in advance as you can
- To make a request for an Inn reservation (whether it be for food or lodging), go directly to the Carolina Inn request form. The instructions on how to fill out the form are included.
- Be sure to include the purpose of your reservation and any additional comments that aid the Business Management team in fulfilling your request
- Use only a Trust account for recruitment-related food charges. These charges cannot be made against a State Account
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PCARD OR PURCHASE CARD NOTES
- PCards can be used as a substitute for a check request’s small order procedures, but all rules and guidelines for the small order procedure must be followed
- Any UNC faculty/staff can obtain a PCard, but you are responsible for the card and paperwork that goes along with the card
- Each time the PCard is used, a printed copy of the paid invoice must be brought to the Business Management Office. We recommend that this copy be submitted within 24 hours, but it must be received by the office by the 10th of each month with the ACCOUNT NUMBER to be charged, the OBJECT CODE and the COST CENTER code
- Paperwork that is not submitted to the Business Management Office in time for the monthly billing process will default to your State or Divisional account without the possibility of being moved to another account at a later date
- When the bank statement arrives, a backup must be attached and the statement brought to the Business Management Office
- PCards are very limited as to what they can be used for, so see the list of allowables/non-allowables
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REMEDY NOTES
- Effective July 1, 2007, Remedy was implemented as the preferred method of communication for specific questions, issues, and concerns involving the Business Management Office and Human Resources. Emails, phone calls, and walk-ins are strongly discouraged. However, the SOP has created an internal communication/scheduling system that not only allows you to view your Accounting Technician’s calendar on this site; it also permits you to request/schedule a meeting with your Account Rep. Also, if you have questions for Human Resources, you may schedule a meeting with your HR rep.
- Remedy Requests are submitted via the SOP Helpline option on BizPharm
- Instructions on how to do each of the following are included in the Finance & HR Systems Training Manual:
- How to create and submit a Remedy Request ticket
- How to check/update your Remedy Request ticket
- How to view your resolved/closed Remedy Request tickets
Remedy should be used to:
- Ask specific questions that include account numbers, check request numbers, personnel salary sources, etc.
- Make requests for specific tasks to be performed such as budget revisions, check request approvals, and ACCT breakdown reports, etc.
- Schedule meetings
The time frame in which your Remedy Requests will be addressed is determined by how you classify your request. Requests are classified as:
- Critical – 24-hr response time
- Important – 48-hr response
- General – 72-hr response
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Purchase Order/Requisition Process
When do I use a Purchase Order and Not a Check Request?
- Check Requests cannot be used for purchases totaling more than $5000
- Check Request cannot be used for purchases totaling $2500 if you are using a federally funded account. You must request a Purchase Order for these purchases
- All equipment $5000 and over must be purchased with a Purchase Order
- Please do NOT try to split orders using Check Requests to avoid requesting a Purchase Order. Accounts Payable will not honor the invoices for payment against these orders
Documents/Information Needed to Create a Requisition:
- Account Number
- Quote
- Sole Source Justification (“brand-specific” and/or “vendor-specific”)
Lead-Times to Process a Purchase Requisition to a Purchase Order:
- Purchases over $5,000: 7 to 10 days
- Purchases $2,500 if federally funded): 7 to 10 days
- Purchases over $10,000 to $250,000: 25 days plus time for requesting department to evaluate bids
- Purchases over $250,000: 40 to 70 days
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Finance and Budget Notes
Some Important Division Accounts:
- 2-45070 DPOP Divisional Fund
- 2-45071 DPOP SPA Permanent
- 2-45072 DPOP Divisional Enrichment Fund
- 3-45071 DPOP Divisional F+A Dollars
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