Policies & Procedures


Section: ACT
Part: PRO
Statement No.: 11.1
Date: 09/21/2016
University of North Carolina - General Administration
Administrative Policies and Procedures Manual
Title: Conference/Meeting Payment Process


Payment Process:  The payment / reimbursement process that the sponsoring department must execute to liquidate liabilities or invoices for a conference / meeting.


Payment Process:


1.             When conference sponsor or coordinator processes the original invoices in ConnectCarolina via campus voucher or regular voucher, this action authenticates that all goods or services were received under the specifications outlined in their agreement with the vendor. Signatures of UNCGA sponsoring parties should be on original invoices before uploaded scans if they are not an approver in the system.


2.             The scan of original signed invoices, along with a copy of the pre-approved Conference / Meeting Approval Form, should be submitted into ConnectCarolina/PeopleSoft as campus vouchers or regular vouchersAny other supporting documentation should be attached such as vendor agreement, contract, and other supporting documentation, etc.


3.             In order to comply with federal and state law, including the State Ethics Act (N.C.G.S. 138A), all payment requests must identify any meeting expenses paid on behalf of individuals classified as "designated individuals".  The following are examples of designated individuals for University-related programs:  legislators, legislative staff, appointed or elected state officials, heads of state departments, community college officials, employees of the Governor's Office, etc.


4.             Routine conference and meeting costs will be charged to account 558921, and payments made to designated individuals will be charged to 19170-65013-dept-applicable account for lobbying reporting.