Making Purchases with University Funds

Vendors paid with university cards must be established businesses, not individuals. Payment to individuals must be arranged via the Independent Contractor process. Consult with the department Accounting Tech prior to making payment if you are unsure which payment method to use.

ePro

• Purchases from the following vendors must be made through the University’s electronic procurement system:
  • Amazon
  • Apple
  • CDW
  • Dell
  • Lenovo
  • Staples
• Send link(s) for the item(s) to be purchased along with funding information to the department Accounting Tech.
• Allow 1-2 business days for the order to be placed by the Accounting Tech.

PCard

• Full-time, permanent faculty, and staff are eligible to have a Pcard. Contact the department Business Manager for an application.
• Pcard transactions must not exceed $5,000.
• Visit the Finance and Operations Pcard page for detailed information about PCards.
• Account holders upload purchase receipts by the 15th of each month.

Travel & Expenses Card

***NOTE Preapproval is required for all travel involving hotel, airfare, and/or travel allowances (meal per diem) or any combination of these***

• Full-time, permanent faculty and staff are eligible to have a T&E. Contact the department Business Manager for an application.
• Visit the Finance and Operations Pcard page for detailed information about T&E cards.
• T&E card transactions are reconciled in Concur, also accessible via ConnectCarolina.
• Expense reports should be submitted within 30 days of the transaction date.

Receipts

• Pcard purchase receipts must be uploaded by the 15th of each month.
• Please ensure that receipts include the following information:
  • Date
  • Itemization
  • Total transaction cost
  • $0 balance due or indication that payment has been made in full
  • Last four digits of the card number used for the transaction

• If you lose a Pcard receipt and the merchant is unable to provide you with a new copy complete the Missing Receipt Affidavit and email it to the department Accounting Tech.
• If you lose a T&E card receipt, complete the following steps in Concur within the associated expense report:
  • Go to Manage Receipts,
  • Complete the Missing Receipt Declaration and attach it to the transaction.

Tax Exemption

• All purchases from vendors with a physical presence in North Carolina should be tax exempt.
• The university’s tax exempt letter can be provided to vendors should they request it.
• If a vendor refuses to provide tax exemption, please indicate this when uploading the receipt.

Appropriate Uses of University Cards

• University cards cannot be used to pay individuals.
• Alcohol cannot be purchased using a Pcard.
• Any contractual agreements that require a signature must be reviewed and signed by UNC Purchasing via the department Accounting Tech.
• Donations/Gifts are not allowed.
• This document provides guidance on when to use a T&E Card versus a Pcard