Skip to main content

Travel Expense Authorization and Reimbursement

(Download a Printable Version of Travel Expense Authorization and Reimbursement)

Department Responsibility

  • Obtain pre-approval for travel using the travel authorization form
  • Estimate travel expenses on the travel authorization form
  • Identify chartfield string
  • Provide information on conference registration/payment
  • Indicate if SCE should assist with flight reservations
  • Book non-air travel: hotel and car rental
  • Submit approved travel form via ServiceNow, include travel preferences and standard rates

SCE Responsibility

  • Process conference registration and payment (if requested)
  • Make flight reservations (through CABS)
  • Verify expense (estimated) with traveler
  • Document T-number and CABS confirmation number on travel form
  • Submit travel authorization (to central office)

Central Office Responsibility

  • Process payment for registration

Department Responsibility

  • Submit travel reimbursement form via ServiceNow, include copy of all receipts and the travel form
  • Include justification (in the form) for exceeding standard rates
  • Certify expenses
  • Department approves material difference
  • Submit updated travel authorization form via ServiceNow

SCE Responsibility

  • Validate receipts
  • Verify expenses and check for exceptions
  • Validate expenses are appropriate for source of funds
  • Add/verify employee is added as a vendor in the system
  • Process payment
  • Re-work denials/exceptions with department
  • Provide copies of documents on request/track status of payment
  • Communicate status of request
  • Close the service request

Central Office Responsibility

  • Audit and contact SCE with questions
  • Disburse payment

Employee Expense Reimbursement (Non-Travel)

(Download a Printable Version of Employee Expense Reimbursement (Non-Travel))

Department Responsibility

  • Complete employee expense reimbursement form
  • Obtain approval from Director/AVC/VC or Designee
  • Submit approved Employee Expense Reimbursement form, with scanned copies of all receipts/invoices via ServiceNow

SCE Responsibility

  • Validate receipts, expenses and check for exception
  • Verify expenses are appropriate for source of funds
  • Add/verify employee is a vendor in ConnectCarolina
  • Process employee reimbursement for payment
  • Re-work denials/exceptions with department
  • Provide copies of documents upon request/track status of payment
  • Communicate payment status and resolve payment issues
  • Close service request

Central Office Responsibility

  • Audit voucher and contact SCE with questions
  • Approve voucher and disburse payment
  • Handle void/reissue requests

Business and Financial Systems Access

(Download a Printable Version of Business and Financial Systems Access)

(New access, access changes, revoke access)

Department Responsibility

  • User completes required system access request form
  • Obtain manager’s approval
  • Submit request via ServiceNow
  • Sign terms of use (new access only)
  • Register for and complete required training classes
  • Complete required computer-based training (CBT)
  • Take FERPA, pass quiz (HR access)
  • Send email to connectcarolina_training@unc.edu, notifying required training complete
  • Test system access and report any issues

SCE Responsibility

  • Verify and process access request
  • Resolve access issues / obtain additional information as needed
  • Obtain central office or foundation approval as required
  • Track request to completion
  • Notify requester that access is granted
  • Close the service request

Security Team Responsibility

  • Determine access roles needed and verify needed form is attached
  • Verify access request form has the required signature
  • Contact ARC regarding questions or missing information
  • Verify that required terms of use acknowledged
  • Verify required training is complete
  • Grant/revoke/modify access
  • Notify ARC/user that access request has been granted

Department Responsibility

  • User completes required system access form
  • Obtain manager’s approval
  • Submit request via ServiceNow
  • Test system access and report any issues

SCE Responsibility

  • Verify access form is approved by manager
  • Contact department regarding questions or missing information
  • Complete workflow configuration change
  • Resolve access issues / obtain additional information as needed
  • Notify requester that workflow configuration is completed
  • Close the service request

Pay Invoice

(Download a Printable Version of Pay Invoice)

Department Responsibility

  • Provide approval: “Okay to pay”
  • Provide confirmation of receipt
  • Confirm services received in accordance with PO contract
  • Identify chartfield string
  • Provide PO Number (for purchases that have a PO)
  • Provide departmental sub-system reference, where required
  • Submit request to process invoices via ServiceNow, attaching scanned invoice copy

SCE Responsibility

  • Confirm invoice receipt to customer
  • Validate purchase is appropriate for source of funds
  • Add/verify vendor in the system
  • Process invoice for payment
  • Re-work denials/ exceptions with department
  • Maintain copies of invoices/track status of payment
  • Close the service request

Central Office Responsibility

  • Maintain files/records
  • Pay the invoice/disburse the funds
  • Verify account code and appropriate use of funds

Purchasing Requests

(Download a Printable Version of Purchasing Requests)

Department Responsibility

  • Identify details of goods/services requested
  • Identify name of recommended vendor(s) and obtain quotes, if applicable
  • Determine availability of funds/purchase is appropriate for source of funds
  • Consult SCE on requirements, as needed
  • Complete purchase request form and DAQ form if required
    • Facilities Services: Provide purchase request form with AiM shop work order and phase information/identify chartfield string
  • Submit purchase request form via ServiceNow, include all required documentation
  • Receive and deliver product
  • Provide SCE with signed receipt/BOL document

SCE Responsibility

  • Consult with department on purchase requirements, as needed
  • Confirm details of goods/services with customer and determine type of purchase (bid, sole-source, brand-specific, etc.)
  • Determine whether DAQ form is to be completed by customer
  • Facilitate customer consultation with Central Office for “high-complexity” purchases
  • Request add/verify vendor in ConnectCarolina
  • Create purchase requisition in ConnectCarolina
  • Validate availability of funds/purchase is appropriate for source of funds
  • Re-work denials/exceptions/approve
  • Submit PO to Central Office
  • Track request to issuance of PO
    • Facilities Services: Enter information in departmental subsystem
  • Close service request
  • Received goods/services in ConnectCarolina

Central Office Responsibility

  • Work with SCE and customer to complete “high-complexity” purchases
  • Confirm type of purchase (bid, sole-source, brand-specific, etc.)
  • Approve purchase in ConnectCarolina
  • Source purchase and issue PO
  • Manage invoice receipt and payment to vendor, handle dispute resolution
  • Ensure compliance with purchasing regulations
  • Maintain files/records
(Download a Printable Version of E-Procurement)

Department Responsibility

  • Identify items needed
  • Determine availability of funds/purchase is appropriate for source of funds
  • Complete Purchase Request form
    • Facilities Services: Provides Purchase Request form with AiM work order and phase/identify chartfield string
    • Non-Facilities Departments: Identify chartfield string/complete purchase via E-Pro
  • Submit purchase request form via ServiceNow, include all required documentation
  • Complete departmental workflow approval of purchase requisition, as needed
  • Receive and deliver product

SCE Responsibility

  • Confirms details of goods with customer and determine type of purchase
  • Use E-Pro catalog to select appropriate product
    • *Facilities Services: SCE procures order via E-Pro/updates AiM
    • Non-Facilities Departments: If requested by department, SCE processes orders
  • Create and submit purchase requisition in ConnectCarolina
  • Validate availability of funds/purchase is appropriate for source of funds
  • Re-work denials/exceptions/approve
  • Close service request

*SCE is the central office for E-procurement

Central Office Responsibility

  • Manage payment to vendor, handle dispute resolution
  • Maintain E-Pro system and ensure compliance with purchasing regulations
  • Reconcile E-Pro orders against invoice and resolve encumbrances
  • Perform random audits of E-Pro orders
  • Maintain files/records

Suppliers and Independent Contractors

(Download a Printable Version of Suppliers and Independent Contractors)

Department Responsibility

  • Gather supporting documentation:
    • W-9
    • Vendor Masterfile Record Data (HUB) Form
    • Supplier Deposit Authorization Form (banking information)
  • Submit service request to Add/Update Supplier via ServiceNow and attach required documentation

SCE Responsibility

  • Work with department, if additional information is needed
  • Work with Supplier if additional documentation is needed
  • Create supplier in ConnectCarolina
  • Provide customer with approved supplier identification number

Central Office Responsibility

  • Approve/deny supplier creation in ConnectCarolina
  • Send automated supplier approval email to SCE