Policies & Procedures


Section: ACT
Part: PRO
Statement No.: 11.1
Date: 07/01/12
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.             The conference sponsor or coordinator must sign the original invoices to authenticate that all goods or services were received under the specifications outlined in their agreement with the vendor.


2.             The original signed invoices, along with a copy of the pre-approved Conference / Meeting Approval Form, should be submitted to Accounting for payment.  A Direct Payment Voucher Form does not need to accompany this payment request.

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 object code 3910, and payments made to designated individuals will be charged to object code 3915.