Controller's Office

A Part of Finance

POLICIES AND PROCEDURES

Controller's Office



Policies

Policy NumberEffective DateTitle
17/1/21Establishment of an Institutional Trust Fund
27/1/21General Expenditure Policy
37/1/21Telephone Charges
47/1/21Interdepartmental Invoices
57/1/21Independent Contractors
67/1/21Petty Cash Funds
77/1/21Expenditures in Foreign Currency
87/1/21Departmental Sales
97/1/21Fixed Assets
107/1/21NC Nonresident Individuals and Businesses
1110/26/21Use of Discretionary Funds
127/1/21Accountability and Required Review of Monthly Fund Reports
137/1/21University Debt
147/1/21Business Entertainment
1510/29/21Tuition Waiver
1611/30/21Vendor Terms and Conditions of Payment


Procedures

Procedure NumberEffective DateTitle
17/1/21Request for Institutional Trust Fund
27/1/21Expenditure Authorization
47/1/21Interdepartmental Invoices
57/1/21Contracted Services
67/1/21Petty Cash Fund Establishment
87/1/21Departmental Sales Invoice
97/1/21Fixed Assets


Functional Responsibilities of the Controller's Office


Accounting Office
The Office of the Controller of Finance consists of: the General Accounting unit, the Financial Systems and Reporting unit, and the Cashiers and Student Accounts unit. A brief description of the functional responsibilities of each section of the Office of the Controller is as follows:


General Accounting
The General Accounting unit is responsible for all funds which flow out of the University. These responsibilities include processing all University payments for goods and services (in accordance with State and Federal requirements), administering proper budgetary controls, maintaining the University’s fixed asset system, cash management, and reconciliation of the University’s and Office of State Controller cash records. This section is also responsible for project accounting for Capital Improvement budget codes and Repair and Replacement projects.

The General Accounting Section also includes the Payroll section. The Payroll section is responsible for the preparation of all payrolls and for rendering timely and accurate payroll payments to all employees. The Payroll section ensures that all payroll deductions have been properly authorized. This section is also responsible for the preparation of the necessary reports for all statutory deductions; remittance of all authorized deductions to the proper governmental agencies and private companies; and maintenance of all records required for state and federal agencies and the University. The Payroll section is also responsible for the annual issuance of all Federal W-2 forms to employees. Individuals should contact the Payroll section for information or inquiries concerning payroll items.


Financial Systems and Reporting
The Financial Systems and Reporting section is responsible for the continued maintenance of the Banner Finance system which includes; chart of accounts updates, organizational changes, check writing, and data control. This section is also responsible for all University internal and external financial reporting, debt service accounting, loan fund accounting, and the interface of the Banner Finance system with State of North Carolina Accounting System and the UNC DATAMART. Individuals should contact the Financial Systems and Reporting section with inquiries concerning fund codes, organization codes, organizational code changes, and responsible persons.


Cashier’s
The Cashiers and Student Accounts section serves as a depository for the cash receipts collected by University departments and organizations and for maintaining student account and student loan records. This section is responsible for the appropriate charging, billing, and timely collecting of student tuition and fees, student loans, and other debts owed to the University. Students should contact the Cashiers and Student Accounts Office concerning questions and/or inquiries about their account or loan.

Cashier's and Student Accounts




Policies

Policy NumberEffective DateTitle
17/1/21General Policy
27/1/21Credit Card Acceptance and Processing
37/1/21Interest & Penalty Charges
47/1/21Student Refunds
57/1/21Departmental Receipts & Deposits

Procedures

Procedure NumberEffective DateTitle
A7/1/21Credit Card Acceptance and Processing
B7/1/21Departmental Deposit Slips
C7/1/21University Receipt Books