Sharing Forms With Vendors

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.