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CALS Business Operations

Sharing Forms With Vendors

March 23, 2024
The NC State belltower on main campus. Photo by Marc Hall

Please see the Controller’s Office instructions below regarding NCSU forms to be shared with vendors.

  • All Vendor forms and ACH forms must go through CALS A/R for signature to ensure compliance with the University requirement that all remittance information should always be the Controller’s Office and should tie to NCSU’s W-9, and only the NCSU W-9 is shared outside the organization. Route these forms through ServiceNow to the A/R Team to get the signature on the form. 
  • Invoices (internal and external), and requests for payments, are strongly recommended to be submitted via Service Now – A/R, not sent to vendors from faculty/departments/units. University A/R has reached out to CALS CBO A/R as they are receiving more and more checks that cannot be reconciled to a university invoice since the department is billing for them. Therefore, funds remain in a holding account or take extra time to track down. 
    • In ServiceNow – Billing Requests (IDB/IDS) is how to prompt the request in the system. 
      • The A/R team would submit the invoice request into the financial system and the department would get a copy of the NCSU-generated invoice when it is sent to the vendor. Follow-up and aging reports are then done in the A/R office on behalf of the college.