Roles and Responsibilities
Travel Expense Authorization and Reimbursement
(Using Concur)
Traveler Responsibility
- Using Concur, create, and submit travel request in advance of any University business travel which includes airfare, lodging, and/or meal per diem.
- The request should include an estimate of anticipated expenses.
- Add relevant attachments to the travel request, including, but not limited to MCU approval and Conference itinerary.
- If you are requesting approval for an expense that does not require a Travel Request (i.e., conference registration), you may go straight to Concur Expense and create an Expense Report.
Department Responsibility
- Workflow approvals by Default Approver (Supervisor) and Designated Approver as defined by department
- Approvers are acknowledging that travel is of a business nature, necessary, proper and in compliance with University policies. If a budget owner, they are also confirming funds are available for the requested travel.
SCE Responsibility
- Workflow approval by Business Office Approver
- Business Office Approver is relying on Departmental Default Approver and Designated Approver for appropriateness of travel.
- SCE will review for appropriate chartfield string and related budget availability, MCU approval and other relevant attachments as needed.
Traveler Responsibility
- Upon notification of all Pre-Travel approvals, traveler should use Concur Travel to book Flight/Train, Rental Car, and/or Hotel.
- Booking via Concur Travel or with the agents at World Travel is required. Note: booking fees, as disclosed by University Travel Services, will apply. When booking via Concur Travel/World Travel, employees have access to the University’s negotiated rates including discounts on airfare and the state’s contract with Enterprise Rental.
Traveler Responsibility
- Using Concur, create, and submit travel Expense Report. If a Travel Request exists, you can create the Expense Report from it.
- The Expense Report should reflect all travel related expenses regardless of method of payment including those on T&E Card, P-Card, Direct Bill, or Out of Pocket. As well as personal car mileage or per diem meals.
- The Expense Report is used to verify allowable transactions and expenses related to employee travel. In addition, it is used to reconcile T&E Card transactions, generate reimbursements, and charge correct chartfield strings.
- Upload and attach receipts related to any expenses incurred. Users can choose to upload receipt images directly to the system from their computer, or may also use the Concur Mobile App.
- Submit the Expense Report for approval through electronic workflow
Department Responsibility
- Workflow approvals by Default Approver (Supervisor) and Designated Approver
- Approvers are acknowledging that travel is of a business nature, necessary, proper and in compliance with University policies. If a budget owner, they are also confirming funds are available for the requested travel.
SCE Responsibility
- Workflow approval by Business Office Approver
- Business Office Approver is relying on Departmental Default Approver and Designated Approver for appropriateness of travel.
- SCE will review for appropriate chartfield string and related budget availability, MCU approval and other relevant attachments as needed.
Central Office Responsibility
- Audit expense report
- Disburse payment for T&E Card, Direct Bill to Vendor or Reimburse Employee, as applicable.
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
1. Submit Request
Department
- Identify goods/services details. Consult SCE for support if needed, especially for complex requirements.
- Identify vendor(s) and obtain quotes, if applicable.
- Gain department funding approval.
- Gather required details and attachments.
- Complete a Purchase Request Form (Facilities Services: include AiM work order and phase IDs on form).
- Submit Service Request with all details and attachments.
- See Purchasing Requests for detailed instructions.
SCE Purchasing
- Consult with department and Central Purchasing on complex purchase requirements as needed.
Central Purchasing
- Consult with department and SCE Purchasing on complex purchase requirements as needed.
2. Process Request
SCE Purchasing
- Confirm type of purchase and review request to be sure all required details and attachments are included. Consult with Central Purchasing as needed.
- Verify vendor in ConnectCarolina. Request new vendor if needed.
- Create purchase requisition in ConnectCarolina.
- Facilities Services purchases: create Purchase Request in AiM.
- Submit ConnectCarolina Purchase Requisition.
SCE Accounting
- Ensure that correct chartfield was used.
- Validate availability of funds/purchase is appropriate for source of funds if necessary.
- Approve or deny.
Central Purchasing
- Confirm type of purchase ($25,000 or less, informal, formal, brand-specific, etc.).
- If purchases is >$25,000, complete informal or formal bid solicitation. Will include dept suggestions if applicable.
- Ensure compliance with purchasing regulations.
- Award to vendor and approve purchase in ConnectCarolina.
- Issue PO.
SCE Purchasing
- Track request to issuance of PO.
- For Facilities Services orders with work order numbers: enter Req#/PO# in AiM.
- Notify department that order has been placed and provide PO number.
- Close service request.
3. Finalize Purchase
Department
- Item or service receiver (department or warehouse) uploads receipt/BOL document into ServiceNow.
SCE Accounting
- Submit to Central Accounting for payment via VISP.
- Work with vendor or department to resolve any issues.
Central Accounting
- Manage invoice receipt and payment to vendor, handle any additional dispute resolution.
- Maintain files/records.
*Does not include BuyCarolina or other contract vendor purchases, which may be greater than $5,000.
(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