As a reminder, all vendor invoices should be emailed to email@example.com or mailed directly to Accounts Payable at North Carolina Central University, Accounts Payable Office, P.O. Box 19737, Durham, NC 27707. Invoices for goods and services must have a purchase order in place prior to the receipt of such. Invoices that require signature of department must be signed within five (5) days. Invoices for services or where goods have been shipped directly to the department, must have the wet signature of the department on all invoices before payment can be released.
In addition, all check requests must go to the Comptroller’s office for approval by submitting a check requisition through Eagle’s Purch. The request must be accompanied with proper documentation including an invoice that details the goods/service, date of service/purchase, and rates/quantities/costs. A purchase order is the official method for doing business for state agencies and universities. A check request is not a substitute for following purchase order procedures.
The Accounts Payable Office cuts checks on a weekly basis, on Friday. Trust and Grant-funded invoices that are due and fully processed by close of business on Tuesday will be cut that Friday of the same week. State-funded invoices are required to be projected and shared with the State Controller. Therefore, state-funded invoices take nine business days. Vendor payments are mailed directly to vendors via the US Postal Service. University departments may not pick up a check unless there is prior approval from the Comptroller’s Office.
For additional information regarding the Accounts Payable check printing process please refer to Accounts Payable Invoices and Checks Regulation (REG-30.04.4). If you have additional questions and/or concerns, please feel free to contact Ciara Allen, ext. 6249.