{"id":356,"date":"2024-02-02T15:11:05","date_gmt":"2024-02-02T20:11:05","guid":{"rendered":"https:\/\/units.cals.ncsu.edu\/business-operations\/?page_id=356"},"modified":"2025-04-03T13:51:18","modified_gmt":"2025-04-03T17:51:18","slug":"cals-accounts-payable","status":"publish","type":"page","link":"https:\/\/units.cals.ncsu.edu\/business-operations\/cals-accounts-payable\/","title":{"rendered":"CALS Accounts Payable"},"content":{"rendered":"\n\n\n\n\n<p><\/p>\n\n\n\n<p><strong>Accounts Payable (AP)<\/strong>&nbsp;is responsible for processing and\/or approving financial transactions for the college, Interdepartmental Journals and Journals Vouchers, Vouchers, Requisitions, and Marketplace.<\/p>\n\n\n\n<p>Accounts Payable uses a document intake system, ServiceNow, to receive, track and manage documents\/transactions submitted for processing. Transactions are reviewed for allowability, budget allocation, and compliance with State, Federal, and Sponsored Programs Guidelines.<\/p>\n\n\n\n<div class=\"wp-block-ncst-accordion ncst-accordion\"><div class=\"accordion\" id=\"ncst-accordion-1\">\n<div class=\"wp-block-ncst-accordion-item ncst-accordion-item panel\"><a class=\"accordion-item__header collapsed\" href=\"#ncst-accordion-item-1-12\" id=\"ncst-accordion-item-heading-12\" data-toggle=\"collapse\" data-target=\"#ncst-accordion-item-1-12\" aria-controls=\"ncst-accordion-item-1-12\" rel=\"noopener noreferrer\"><span class=\"accordion-item__expansion-indicator\"><span class=\"ncst-plus-minus-toggle\"><\/span><\/span><h2 class=\"accordion-item__label h5\">Basics<\/h2><\/a><div class=\"collapse panel-collapse accordion-item__content-container \" id=\"ncst-accordion-item-1-12\" aria-labelledby=\"ncst-accordion-item-heading-12\" data-parent=\"#ncst-accordion-1\"><div class=\"accordion-item__content\">\n<p><\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Invoices<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1157\" height=\"653\" src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-invoices.jpg\" alt=\"\" class=\"wp-image-349\" srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-invoices.jpg 1157w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-invoices-600x339.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-invoices-768x433.jpg 768w\" sizes=\"auto, (max-width: 1157px) 100vw, 1157px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Valid Receipts<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1129\" height=\"653\" src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-valid-receipts.jpg\" alt=\"\" class=\"wp-image-348\" srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-valid-receipts.jpg 1129w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-valid-receipts-600x347.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-valid-receipts-768x444.jpg 768w\" sizes=\"auto, (max-width: 1129px) 100vw, 1129px\" \/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Acceptable Signatures<\/strong><\/h3>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1157\" height=\"647\" src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-acceptable-signatures.jpg\" alt=\"\" class=\"wp-image-350\" srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-acceptable-signatures.jpg 1157w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-acceptable-signatures-600x336.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/AP-acceptable-signatures-768x429.jpg 768w\" sizes=\"auto, (max-width: 1157px) 100vw, 1157px\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/moodle-projects.wolfware.ncsu.edu\/mod\/folder\/view.php?id=574890\" target=\"_blank\" rel=\"noreferrer noopener\">Adobe Acrobat PRO DC \u2013 Creating a Digital Signature for a PDF<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/moodle-projects.wolfware.ncsu.edu\/mod\/folder\/view.php?id=661101\" target=\"_blank\" rel=\"noreferrer noopener\">Adobe Acrobat Reader DC \u2013 Creating a Digital Signature for a PDF<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ncst-accordion-item ncst-accordion-item panel\"><a class=\"accordion-item__header collapsed\" href=\"#ncst-accordion-item-1-13\" id=\"ncst-accordion-item-heading-13\" data-toggle=\"collapse\" data-target=\"#ncst-accordion-item-1-13\" aria-controls=\"ncst-accordion-item-1-13\" rel=\"noopener noreferrer\"><span class=\"accordion-item__expansion-indicator\"><span class=\"ncst-plus-minus-toggle\"><\/span><\/span><h2 class=\"accordion-item__label h5\">Suppliers<\/h2><\/a><div class=\"collapse panel-collapse accordion-item__content-container \" id=\"ncst-accordion-item-1-13\" aria-labelledby=\"ncst-accordion-item-heading-13\" data-parent=\"#ncst-accordion-1\"><div class=\"accordion-item__content\">\n<p><\/p>\n\n\n\n<p>Are you currently doing business with NC&#160;State or interested in starting? The supplier center was designed to educate you on the onboarding process and to acquaint you with our open, ethical, and sound procurement policies and procedures.<\/p>\n\n\n\n<div class=\"wp-block-ncst-buttons\">\n<div class=\"wp-block-ncst-button is-style-default\"><a href=\"https:\/\/procurement.ofa.ncsu.edu\/supplier-center\/\" class=\"btn ncst-block__button-link\" data-ncst-lightbox=\"false\" data-ua-cat=\"Button Block\" data-ua-action=\"Button Click\" data-ua-label=\"https:\/\/procurement.ofa.ncsu.edu\/supplier-center\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"text\">Supplier Center<\/span><span class=\"arrow-indicator\">\n<svg class=\"wp-block-ncst-wolficon wolficon\" role=\"img\" aria-hidden=\"true\"><use xlink:href=\"#wolficon-arrow-right-bold\" \/><\/svg>\n<\/span><\/a><\/div>\n<\/div>\n\n\n\n<p>NC&#160;State has established a supplier onboarding process that is offered at no cost to university suppliers. Previously, university departments would collect sensitive supplier information, which was used to create and update supplier records in the Financial System. This process presented a security risk, both to the supplier and to the university. After thorough research, NC&#160;State decided to partner with&nbsp;<a href=\"https:\/\/www.paymentworks.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">PaymentWorks<\/a>, a third-party onboarding platform that eliminates the risk of fraud and ensures regulatory compliance by automating the complex payee management process.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/procurement.ofa.ncsu.edu\/supplier-center\/supplier-onboarding\/\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Supplier Onboarding (New and Existing Suppliers)<\/strong><\/a><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/procurement.ofa.ncsu.edu\/supplier-center\/preferred-payment-types\/\" target=\"_blank\" rel=\"noreferrer noopener\">Preferred Payment Types<\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/docs.google.com\/document\/d\/1G_UvjpUV1k5OfiLZJKxjCjmE5JtECwSq9rx2OnR8Chc\/edit#heading=h.zgunctey6jk3\" target=\"_blank\" rel=\"noreferrer noopener\">How to Invite a Supplier to Connect to NCSU in Payment Works<\/a><\/strong>\n<ul class=\"wp-block-list\">\n<li>First, departments determine if the supplier has been invited to connect to NC&#160;State in PaymentWorks. (<a href=\"https:\/\/moodle-projects.wolfware.ncsu.edu\/mod\/resource\/view.php?id=890453\" target=\"_blank\" rel=\"noreferrer noopener\">Quick Reference Guide: Setting Up a Supplier<\/a>)\n<ul class=\"wp-block-list\">\n<li>If they have not, departments will send suppliers an invitation through the PaymentWorks system, which will trigger an email notification to the supplier, inviting them to register as a new NC&#160;State payee.<\/li>\n\n\n\n<li>If a supplier has already been invited, departments can verify the status of the supplier registration.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Once the supplier has completed the registration, the Supplier Onboarding Team will review and approve the request.<\/li>\n\n\n\n<li><strong>KEEP IN MIND:&nbsp;<\/strong>If you are doing business with a supplier,&nbsp; the supplier&nbsp;<strong>must<\/strong>&nbsp;be registered in PaymentWorks.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong><a href=\"https:\/\/docs.google.com\/document\/d\/1G_UvjpUV1k5OfiLZJKxjCjmE5JtECwSq9rx2OnR8Chc\/edit#heading=h.30ppsfuy2zez\" target=\"_blank\" rel=\"noreferrer noopener\">Invite a Vendor to Connect<\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/docs.google.com\/document\/d\/1G_UvjpUV1k5OfiLZJKxjCjmE5JtECwSq9rx2OnR8Chc\/edit#heading=h.7626ypw6hbcy\" target=\"_blank\" rel=\"noreferrer noopener\">Update a Vendor\u2019s addresses<\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/docs.google.com\/document\/d\/1G_UvjpUV1k5OfiLZJKxjCjmE5JtECwSq9rx2OnR8Chc\/edit#heading=h.aad0gwg31yy6\" target=\"_blank\" rel=\"noreferrer noopener\">Onboarding One-Time Suppliers<\/a><\/strong><\/li>\n\n\n\n<li><strong><a href=\"https:\/\/docs.google.com\/document\/d\/1G_UvjpUV1k5OfiLZJKxjCjmE5JtECwSq9rx2OnR8Chc\/edit#heading=h.i9xo0hrtz2z6\" target=\"_blank\" rel=\"noreferrer noopener\">Onboarding employees &amp; Students<\/a><\/strong><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ncst-accordion-item ncst-accordion-item panel\"><a class=\"accordion-item__header collapsed\" href=\"#ncst-accordion-item-1-14\" id=\"ncst-accordion-item-heading-14\" data-toggle=\"collapse\" data-target=\"#ncst-accordion-item-1-14\" aria-controls=\"ncst-accordion-item-1-14\" rel=\"noopener noreferrer\"><span class=\"accordion-item__expansion-indicator\"><span class=\"ncst-plus-minus-toggle\"><\/span><\/span><h2 class=\"accordion-item__label h5\">MarketPlace<\/h2><\/a><div class=\"collapse panel-collapse accordion-item__content-container \" id=\"ncst-accordion-item-1-14\" aria-labelledby=\"ncst-accordion-item-heading-14\" data-parent=\"#ncst-accordion-1\"><div class=\"accordion-item__content\">\n<p><\/p>\n\n\n\n<p>The&nbsp;<strong>MarketPlace<\/strong>&nbsp;is a self-service, e-procurement tool that automates the full procurement to the payment process, saving both time and money. Approved buyers shop for goods and services, create and route requisitions for approval, transmit orders to suppliers, and document the receipt of orders online. All&nbsp;<a href=\"https:\/\/3dmemos.ncsu.edu\/wp-content\/uploads\/sites\/56\/2021\/12\/3D-Memo-Shop-the-MarketPlace-First-Initiative.pdf\">supply purchases below $2,500<\/a>&nbsp;should be ordered via the MarketPlace or paid for with a PCard.<\/p>\n\n\n\n<div class=\"wp-block-ncst-buttons\">\n<div class=\"wp-block-ncst-button\"><a href=\"https:\/\/procurement.ofa.ncsu.edu\/marketplace\/\" class=\"btn ncst-block__button-link\" data-ncst-lightbox=\"false\" data-ua-cat=\"Button Block\" data-ua-action=\"Button Click\" data-ua-label=\"https:\/\/procurement.ofa.ncsu.edu\/marketplace\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"text\">NCSU MarketPlace<\/span><span class=\"arrow-indicator\">\n<svg class=\"wp-block-ncst-wolficon wolficon\" role=\"img\" aria-hidden=\"true\"><use xlink:href=\"#wolficon-arrow-right-bold\" \/><\/svg>\n<\/span><\/a><\/div>\n<\/div>\n\n\n\n<p><strong>Marketplace Resources<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit\">Marketplace Manual&nbsp;<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.tvjo4nf8hv6g\">Marketplace Best Practices<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/procurement.ofa.ncsu.edu\/marketplace\/marketplace-supplier-contact-list\/\">Supplier Contact list<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/procurement.ofa.ncsu.edu\/marketplace\/navigating-the-marketplace\/#receiver\">Navigating the Marketplace<\/a><\/li>\n<\/ul>\n\n\n\n<p><strong><br>Marketplace Training<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.9it2bqufoldo\" target=\"_blank\" rel=\"noreferrer noopener\">How to Navigate the MarketPlace<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.tgzlvuvxa5wi\" target=\"_blank\" rel=\"noreferrer noopener\">How to Navigate the Manage Requisitions Page<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.77xbua2yuiqj\" target=\"_blank\" rel=\"noreferrer noopener\">How to Set Up the My Profile Page<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.wfn83f3ppxa1\" target=\"_blank\" rel=\"noreferrer noopener\">How to Create a MarketPlace Requisition<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.n1olu9h6tx7m\" target=\"_blank\" rel=\"noreferrer noopener\">How to Edit a MarketPlace Requisition<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.uwor19t4e8x9\" target=\"_blank\" rel=\"noreferrer noopener\">How to Enter a Receiving Report<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.tlmmuaq7ult3\" target=\"_blank\" rel=\"noreferrer noopener\">How to Cancel a Receiving Report<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.cwaqdx1d7j2o\" target=\"_blank\" rel=\"noreferrer noopener\">How to Update a Ship To Address<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1FLqCIRhsliTPoA28_vFvNoi_3kr7k7TxG3yQEJ-MMi8\/edit#heading=h.au7lngv5eqew\" target=\"_blank\" rel=\"noreferrer noopener\">Certified Departmental Purchasing Representative Program<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ncst-accordion-item ncst-accordion-item panel\"><a class=\"accordion-item__header collapsed\" href=\"#ncst-accordion-item-1-15\" id=\"ncst-accordion-item-heading-15\" data-toggle=\"collapse\" data-target=\"#ncst-accordion-item-1-15\" aria-controls=\"ncst-accordion-item-1-15\" rel=\"noopener noreferrer\"><span class=\"accordion-item__expansion-indicator\"><span class=\"ncst-plus-minus-toggle\"><\/span><\/span><h2 class=\"accordion-item__label h5\">Purchase Orders<\/h2><\/a><div class=\"collapse panel-collapse accordion-item__content-container \" id=\"ncst-accordion-item-1-15\" aria-labelledby=\"ncst-accordion-item-heading-15\" data-parent=\"#ncst-accordion-1\"><div class=\"accordion-item__content\">\n<p><\/p>\n\n\n\n<p>The Purchase Order (PO) Invoice Upload feature in the Financial System has been developed to allow departments to deliver documents to the Accounts Payable PO Processing Unit in a secure and efficient manner. Once uploaded, files are received by the PO Processing Unit, where they are routed for review to a processor via the PO Worklist.&nbsp;<\/p>\n\n\n\n<p>Payments to suppliers are made by check, electronic payments (EFTS), Automated Clearing House (ACH), wires, ePay, foreign wires, and drafts.<\/p>\n\n\n\n<p>Invoices are still also accepted via US Mail, Campus Mail, fax, or email (at the address listed below), and can also be dropped off at the office.&nbsp;<em><strong>However, the PO Invoice Upload is the preferred and most efficient method to submit PO invoices for processing<\/strong><\/em>.<\/p>\n\n\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/cals.ncsu.edu\/intranet\/wp-content\/uploads\/sites\/15\/2023\/01\/purchase-orders2.jpg\" alt=\"\" class=\"wp-image-111039\" \/><\/figure>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1GMXhNeGFfu1VI7Xj6jvk_pGSHJUkqxWaslGQlnn8S4s\/edit#heading=h.ayjty3g8ev2n\" target=\"_blank\" rel=\"noreferrer noopener\">Chapter 2: Step-by-step Instructions of PO invoice Processing Guide<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1GMXhNeGFfu1VI7Xj6jvk_pGSHJUkqxWaslGQlnn8S4s\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">PO Invoice Processing Guide<\/a><\/li>\n\n\n\n<li><strong>Training<\/strong>:\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/www.youtube.com\/playlist?list=PLv1kOrply4xHOcrrwvSR1Uv84UNjM3SC3\" target=\"_blank\" rel=\"noreferrer noopener\">University Controller\u2019s PO Video Playlist<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/youtu.be\/WP7UX_dDlo4\" target=\"_blank\" rel=\"noreferrer noopener\">University Controller\u2019s Office- PO Invoice Upload<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/youtu.be\/1rJA8-1awMY\" target=\"_blank\" rel=\"noreferrer noopener\">University Controller\u2019s office- How to Submit a PO Change request from a PO Invoice Upload<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/youtu.be\/nCU0FU_hg0M\" target=\"_blank\" rel=\"noreferrer noopener\">University Controller\u2019s Office- POs that Require an Online Receiver<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/youtu.be\/rH29CNT6M0k\" target=\"_blank\" rel=\"noreferrer noopener\">University Controller\u2019s Office- How to Upload an Invoice for Payment of POs with Foreign Currencies<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ncst-accordion-item ncst-accordion-item panel\"><a class=\"accordion-item__header collapsed\" href=\"#ncst-accordion-item-1-16\" id=\"ncst-accordion-item-heading-16\" data-toggle=\"collapse\" data-target=\"#ncst-accordion-item-1-16\" aria-controls=\"ncst-accordion-item-1-16\" rel=\"noopener noreferrer\"><span class=\"accordion-item__expansion-indicator\"><span class=\"ncst-plus-minus-toggle\"><\/span><\/span><h2 class=\"accordion-item__label h5\">Journal Vouchers<\/h2><\/a><div class=\"collapse panel-collapse accordion-item__content-container \" id=\"ncst-accordion-item-1-16\" aria-labelledby=\"ncst-accordion-item-heading-16\" data-parent=\"#ncst-accordion-1\"><div class=\"accordion-item__content\">\n<p><\/p>\n\n\n\n<p>Journal vouchers (JV) are used to correct posted non-payroll transactions such as incorrect Project IDs or account codes, or for incorrect amounts. JVs require that the initiator have access to any Department IDs they are using on the journal. Journal vouchers must follow the university\u2019s policies, procedures, and&nbsp;<a href=\"https:\/\/finance-kb.ofa.ncsu.edu\/knowledge-base\/what-is-the-nc-state-spending-guidelines\/\" target=\"_blank\" rel=\"noreferrer noopener\">Spending Guidelines<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Interdepartmental Sales (IDS), Interdepartmental Billing (IDB, Service Unit Billings (SUB)<\/strong><\/h3>\n\n\n\n<p><strong>Overview<\/strong><\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"245\" src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/JV-overview-1200x245.jpg\" alt=\"\" class=\"wp-image-363\" srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/JV-overview-1200x245.jpg 1200w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/JV-overview-600x123.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/JV-overview-768x157.jpg 768w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/JV-overview.jpg 1443w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><\/figure>\n\n\n\n<p>Various auxiliaries and service centers across the university use interdepartmental journals to receive payment from their customers. Some examples of these are Facilities, Transportation, and ComTech, among others.&nbsp;<\/p>\n\n\n\n<p>The difference between an IDJ\/IDS source and a SUB source is that the SUB billings originate from a system that is external to the university\u2019s financial system and are uploaded to the financial system when billing occurs.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1RpsImxp-HuQbUMZF_YkaIun12Un30G7XHKuLYydLO80\/edit#heading=h.9csixze9zvyq\" target=\"_blank\" rel=\"noreferrer noopener\"><strong>Best Practices<\/strong><\/a><\/li>\n\n\n\n<li><strong>Journal Voucher resources:<\/strong>\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1RpsImxp-HuQbUMZF_YkaIun12Un30G7XHKuLYydLO80\/edit#heading=h.q5sttpvibmyo\">Definitions<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1RpsImxp-HuQbUMZF_YkaIun12Un30G7XHKuLYydLO80\/edit#heading=h.m6j18dgpjb5c\">FAQs<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-ncst-accordion-item ncst-accordion-item panel\"><a class=\"accordion-item__header collapsed\" href=\"#ncst-accordion-item-1-17\" id=\"ncst-accordion-item-heading-17\" data-toggle=\"collapse\" data-target=\"#ncst-accordion-item-1-17\" aria-controls=\"ncst-accordion-item-1-17\" rel=\"noopener noreferrer\"><span class=\"accordion-item__expansion-indicator\"><span class=\"ncst-plus-minus-toggle\"><\/span><\/span><h2 class=\"accordion-item__label h5\">AP-Related Training<\/h2><\/a><div class=\"collapse panel-collapse accordion-item__content-container \" id=\"ncst-accordion-item-1-17\" aria-labelledby=\"ncst-accordion-item-heading-17\" data-parent=\"#ncst-accordion-1\"><div class=\"accordion-item__content\">\n<p><\/p>\n\n\n\n<p>If you\u2019re new to the university \u2014 or new to a role that works with university expenditures \u2014 we can help you get up to speed. The University Controller\u2019s Office provides a variety of short courses covering small purchase vouchers, expense coding, spending guidelines, and more.<\/p>\n\n\n\n<div class=\"wp-block-ncst-buttons\">\n<div class=\"wp-block-ncst-button\"><a href=\"https:\/\/edu-comms.ofa.ncsu.edu\/training-and-resources\/learning-resources\/\" class=\"btn ncst-block__button-link\" data-ncst-lightbox=\"false\" data-ua-cat=\"Button Block\" data-ua-action=\"Button Click\" data-ua-label=\"https:\/\/edu-comms.ofa.ncsu.edu\/training-and-resources\/learning-resources\/\" target=\"_blank\" rel=\"noreferrer noopener\"><span class=\"text\">Controller&#8217;s Office Training<\/span><span class=\"arrow-indicator\">\n<svg class=\"wp-block-ncst-wolficon wolficon\" role=\"img\" aria-hidden=\"true\"><use xlink:href=\"#wolficon-arrow-right-bold\" \/><\/svg>\n<\/span><\/a><\/div>\n<\/div>\n\n\n\n<ul class=\"wp-block-list\">\n<li><a href=\"https:\/\/youtu.be\/IYdhaKYD2D0\" target=\"_blank\" rel=\"noreferrer noopener\">How to Customize the Financial System Homepage<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/www.youtube.com\/playlist?list=PLv1kOrply4xHOcrrwvSR1Uv84UNjM3SC3\" target=\"_blank\" rel=\"noreferrer noopener\">PO Upload Training<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1k8eOZbCRwCZyU701cmwxmWfpaKd4ZW__dW7ddxeCsVY\/edit#\" target=\"_blank\" rel=\"noreferrer noopener\">Finance Basics Guide<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/18sYq7pSrfoAL_vqRLvXRYeDunvZqPXfTEvePRc65Sfs\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">OMAR Reconciliation and Tracking Guide<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1GMXhNeGFfu1VI7Xj6jvk_pGSHJUkqxWaslGQlnn8S4s\/edit#heading=h.nv861a9c7522\" target=\"_blank\" rel=\"noreferrer noopener\">PO Upload Training Manual<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/controller.ofa.ncsu.edu\/files\/2016\/01\/Vendor-Center-Users-Guide-.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Supplier Center<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1RpsImxp-HuQbUMZF_YkaIun12Un30G7XHKuLYydLO80\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">Journal Entry Manual<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/docs.google.com\/document\/d\/1JDWl8JBx_ikxnenDmqIhYQueMV8xUfwRCgGaOJm19Vo\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">Spending Guidelines<\/a><\/li>\n<\/ul>\n<\/div><\/div><\/div>\n<\/div><\/div>\n\n\n<div class=\"ncst-labeled-section wp-block-ncst-automated-posts ncst-featured-content is-card-style layout-three-column\">\n  <div class=\"ncst-labeled-section__background\">\n    <div class=\"ncst-labeled-section__container\">\n               <div class=\"ncst-labeled-section__header\">\n                      <h2 class=\"ncst-labeled-section__heading\">Accounts Payable (AP) Updates &amp; reminders<\/h2>\n                                <a\n              href=\"https:\/\/units.cals.ncsu.edu\/business-operations\/news\/category\/cbo-news\/accounts-payable\"\n              class=\"ncst-labeled-section__link\"\n                              target=\"_blank\"\n                                            rel=\"noreferrer noopener\"\n                            data-ua-cat=\"Featured Content Block\" data-ua-action=\"Label Link Click\" data-ua-label=\"https:\/\/units.cals.ncsu.edu\/business-operations\/news\/category\/cbo-news\/accounts-payable\"\n            >All AP News<\/a>\n                  <\/div>\n            <div class=\"ncst-labeled-section__content\">\n        <a\n    class=\"ncst-content-card \"\n    href=\"https:\/\/units.cals.ncsu.edu\/business-operations\/news\/gift-card-template-required-by-the-tax-office\/\"\n    data-ua-cat=\"Content Card\"\n    data-ua-action=\"Content Card Click\"\n    data-ua-label=https:\/\/units.cals.ncsu.edu\/business-operations\/news\/gift-card-template-required-by-the-tax-office\/\n  >\n  \n\n          <div class=\"content-card__image-container\">\n        <div class=\"content-card__image-background\">\n          <img loading=\"lazy\" decoding=\"async\" width=\"1500\" height=\"844\" \n            class=\"content-card__image wp-image-24000\" \n            alt=\"gift card\" \n            src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/12\/gift-card.jpg\" \n            style=\"aspect-ratio: 16\/9; object-fit: cover; \"\n srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/12\/gift-card.jpg 1500w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/12\/gift-card-600x338.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/12\/gift-card-1200x675.jpg 1200w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/12\/gift-card-768x432.jpg 768w\" sizes=\"auto, (max-width: 1500px) 100vw, 1500px\" \/>\n        <\/div>\n      <\/div>\n    \n    <div class=\"content-card__text-container\">\n      \n                          <h3 class=\"content-card__headline\">Gift Card Template required by the Tax Office<\/h3>\n              \n\n      \t      \t        <p class=\"content-card__teaser\">Gift cards are treated like cash, so they need to be reported as income to the IRS. To assist with this process, the Gift Card Template should be completed <span class=nowrap>for&hellip;&nbsp;<span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-light\" role=\"img\"  aria-hidden=\"true\">\n            \n            <use xlink:href=\"#wolficon-arrow-right-light\">\n        <\/svg><\/span><\/span><\/p>\n\t      \t    \n          <\/div>\n\n  <\/a>\n<a\n    class=\"ncst-content-card \"\n    href=\"https:\/\/units.cals.ncsu.edu\/business-operations\/news\/purchasing-with-state-term-contracts-stcs\/\"\n    data-ua-cat=\"Content Card\"\n    data-ua-action=\"Content Card Click\"\n    data-ua-label=https:\/\/units.cals.ncsu.edu\/business-operations\/news\/purchasing-with-state-term-contracts-stcs\/\n  >\n  \n\n          <div class=\"content-card__image-container\">\n        <div class=\"content-card__image-background\">\n          <img loading=\"lazy\" decoding=\"async\" width=\"1500\" height=\"844\" \n            class=\"content-card__image wp-image-23856\" \n            alt=\"shopping cart\" \n            src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/11\/shopping-cart.jpg\" \n            style=\"aspect-ratio: 16\/9; object-fit: cover; \"\n srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/11\/shopping-cart.jpg 1500w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/11\/shopping-cart-600x338.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/11\/shopping-cart-1200x675.jpg 1200w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2025\/11\/shopping-cart-768x432.jpg 768w\" sizes=\"auto, (max-width: 1500px) 100vw, 1500px\" \/>\n        <\/div>\n      <\/div>\n    \n    <div class=\"content-card__text-container\">\n      \n                          <h3 class=\"content-card__headline\">Purchasing with State Term Contracts (STCs)<\/h3>\n              \n\n      \t      \t        <p class=\"content-card__teaser\">State Term Contracts (STCs) are publicly bid agreements where North Carolina selects vendors to provide goods or services at pre-negotiated prices and terms. Managed by the NC Division of <span class=nowrap>Purchase&hellip;&nbsp;<span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-light\" role=\"img\"  aria-hidden=\"true\">\n            \n            <use xlink:href=\"#wolficon-arrow-right-light\">\n        <\/svg><\/span><\/span><\/p>\n\t      \t    \n          <\/div>\n\n  <\/a>\n<a\n    class=\"ncst-content-card \"\n    href=\"https:\/\/units.cals.ncsu.edu\/business-operations\/news\/business-purpose-justification-for-expenditures-2\/\"\n    data-ua-cat=\"Content Card\"\n    data-ua-action=\"Content Card Click\"\n    data-ua-label=https:\/\/units.cals.ncsu.edu\/business-operations\/news\/business-purpose-justification-for-expenditures-2\/\n  >\n  \n\n          <div class=\"content-card__image-container\">\n        <div class=\"content-card__image-background\">\n          <img loading=\"lazy\" decoding=\"async\" width=\"1500\" height=\"844\" \n            class=\"content-card__image wp-image-1747\" \n            alt=\"\" \n            src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/03\/receipts-documentation.jpg\" \n            style=\"aspect-ratio: 16\/9; object-fit: cover; \"\n srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/03\/receipts-documentation.jpg 1500w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/03\/receipts-documentation-600x338.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/03\/receipts-documentation-1200x675.jpg 1200w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/03\/receipts-documentation-768x432.jpg 768w\" sizes=\"auto, (max-width: 1500px) 100vw, 1500px\" \/>\n        <\/div>\n      <\/div>\n    \n    <div class=\"content-card__text-container\">\n      \n                          <h3 class=\"content-card__headline\">Business Purpose &amp; Justification for Expenditures<\/h3>\n              \n\n      \t      \t        <p class=\"content-card__teaser\">Please note, as a reminder, university guidelines for \u201cDocumentation Requirement for Expenditures\u201d require that when using university funds or requesting reimbursement from university funds, documentation of a clear business <span class=nowrap>purpose&hellip;&nbsp;<span class=\"arrow-indicator\"><svg class=\"wolficon wolficon-arrow-right-light\" role=\"img\"  aria-hidden=\"true\">\n            \n            <use xlink:href=\"#wolficon-arrow-right-light\">\n        <\/svg><\/span><\/span><\/p>\n\t      \t    \n          <\/div>\n\n  <\/a>\n\n      <\/div>\n    <\/div>\n  <\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-ncst-mini-story ncst-askew-media-text has-gray-800-background-color\"><div class=\"ncst-askew-media-text__container\">\n<div class=\"wp-block-ncst-text-column\"><h2 class=\"ncst-text-column__heading\">Additional Resources<\/h2><p class=\"ncst-text-column__teaser\"><a href=\"https:\/\/cals.ncsu.edu\/intranet\/cals-business-operations\/documents-forms\/\" target=\"_blank\" rel=\"noreferrer noopener\">CBO Documents and Forms<\/a><br><a href=\"https:\/\/controller.ofa.ncsu.edu\/accounts-payable\/\" target=\"_blank\" rel=\"noreferrer noopener\">Controller\u2019s Office<\/a>&#8211; Accounts Payable<br><a href=\"https:\/\/procurement.ofa.ncsu.edu\/guidelines\/\" target=\"_blank\" rel=\"noreferrer noopener\">University Procurement &amp; Business Services Guidelines &amp; References<\/a><br><a href=\"https:\/\/docs.google.com\/document\/d\/1JDWl8JBx_ikxnenDmqIhYQueMV8xUfwRCgGaOJm19Vo\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">Spending Guidelines<\/a><br><a href=\"https:\/\/research.ncsu.edu\/administration\/proposals\/signatory\/\">Signature Authority<\/a><br><a href=\"https:\/\/docs.google.com\/document\/d\/1GMXhNeGFfu1VI7Xj6jvk_pGSHJUkqxWaslGQlnn8S4s\/edit\" target=\"_blank\" rel=\"noreferrer noopener\">PO Invoice Processing Guide<\/a><\/p>\n<div class=\"wp-block-ncst-buttons\"><\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-ncst-media\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1200\" height=\"675\" src=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/MAH2686v1-1200x675.jpg\" alt=\"\" class=\"wp-image-309\" srcset=\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/MAH2686v1-1200x675.jpg 1200w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/MAH2686v1-600x338.jpg 600w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/MAH2686v1-768x432.jpg 768w, https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/MAH2686v1.jpg 1500w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><figcaption class=\"wp-element-caption\">Students work and study in the Hunt Library. Photo by Marc Hall<\/figcaption><\/figure>\n<\/div>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>Accounts Payable (AP)&nbsp;is responsible for processing and\/or approving financial transactions for the college, Interdepartmental Journals and Journals Vouchers, Vouchers, Requisitions, and Marketplace. Accounts Payable uses a document intake system, ServiceNow,&hellip;<\/p>\n","protected":false},"author":41,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"views\/homepage.blade.php","meta":{"_acf_changed":false,"_tec_requires_first_save":true,"ncst_dynamicHeaderBlockName":"ncst\/floating-box-header","ncst_dynamicHeaderData":"{\"pageIntro\":\"Processing and approving financial transactions.\",\"backgroundColor\":\"indigo_400\",\"boxPosition\":\"right\",\"ctaNum\":\"one\",\"useCTA\":false,\"focalPoint\":{\"x\":0.5,\"y\":0.75},\"imageURL\":\"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-content\/uploads\/sites\/19\/2024\/02\/finance.jpg\",\"imageID\":359}","ncst_content_audit_freq":"","ncst_content_audit_date":"","_EventAllDay":false,"_EventTimezone":"","_EventStartDate":"","_EventEndDate":"","_EventStartDateUTC":"","_EventEndDateUTC":"","_EventShowMap":false,"_EventShowMapLink":false,"_EventURL":"","_EventCost":"","_EventCostDescription":"","_EventCurrencySymbol":"","_EventCurrencyCode":"","_EventCurrencyPosition":"","_EventDateTimeSeparator":"","_EventTimeRangeSeparator":"","_EventOrganizerID":[],"_EventVenueID":[],"_OrganizerEmail":"","_OrganizerPhone":"","_OrganizerWebsite":"","_VenueAddress":"","_VenueCity":"","_VenueCountry":"","_VenueProvince":"","_VenueState":"","_VenueZip":"","_VenuePhone":"","_VenueURL":"","_VenueStateProvince":"","_VenueLat":"","_VenueLng":"","_VenueShowMap":false,"_VenueShowMapLink":false,"_tribe_blocks_recurrence_rules":"","_tribe_blocks_recurrence_description":"","_tribe_blocks_recurrence_exclusions":"","footnotes":"","_links_to":"","_links_to_target":""},"class_list":["post-356","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/pages\/356","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/users\/41"}],"replies":[{"embeddable":true,"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/comments?post=356"}],"version-history":[{"count":15,"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/pages\/356\/revisions"}],"predecessor-version":[{"id":18854,"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/pages\/356\/revisions\/18854"}],"wp:attachment":[{"href":"https:\/\/units.cals.ncsu.edu\/business-operations\/wp-json\/wp\/v2\/media?parent=356"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}