Policies & Procedures Manual - Elizabeth City State University

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400.3.1.9Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYDisbursement Policy1. The State of North Carolina operates on a cash basis.2. Discount terms offered by suppliers may result in savings for Elizabeth City State University.Since payments cannot be made without a properly executed receiving report, it is importantthat receiving reports be processed by departments immediately after satisfactory receipt ofgoods or services in order to take advantage of discounts.3. The following is used as the basis of determining, time, in connection with the discountsoffered:a. When final inspection and acceptance of supplies and materials are at the point of origin,time is computed from the date of delivery to the carrier, orb. When final inspection and acceptance of supplies and, materials are at the destination, timeis computed either from date of delivery at the destination, or from the correct invoice ifreceived, if such date is later than the date of delivery.4. All invoices received through departments or offices Purchasing should be forwardedimmediately to the Accounts Payable Office.5. Checks are printed daily by the ECSU Data Center. This allows for efficiency within thedisbursement function, and also maintains the prompt payment of invoices.6. Checks are sent to the payee at the address on the invoice. If a check is to be delivered tosomeone other than the payee, a note containing special instructions must be attached to theinvoice. If checks are undeliverable or unidentified they should be returned to Accounting forpossible cancellation.7. A reconciliation of all outstanding Accounts Payable checks should be made every month. Thereconciliation should include computer generated checks; manual checks, check cancellationsand any adjustments.
400.3.1.10Adopted: 06/14/05ELIZABETH CITY STATE UNIVERSITYTransfers and Changes-CMP1. Upon request by the appropriate department head, the Director of the budget may authorize totransfer between objects and items in the budget of that department. This request must behandled through Elizabeth City State University Comptroller.2. Transfers are not allowed for the purpose of merely making it possible to spend allappropriations.3. Transfers and changes must be requested and approved before any commitments areauthorized against a budget subhead which would exceed the particular appropriation item.4. Example of transfers between Budget Subheads:Requirements: Subhead Increase DecreaseEquipment 51XX $ 500Supplies & Materials 2XXX $ 500Total Requirements -0Example of transfer between Budget Subheads and Estimated Receipts are increased:Requirements: Subhead Increase DecreaseSalaries, SPA 12XX $5,245Salaries, Temporary 126X $ 5,245Supplies & Materials 2XXX 1,090Total Requirements 1,090Estimated Receipts O1XX 1,0905. Allotments may be made out of the contingency and emergency appropriation for thesepurposes by the Governor and Council of State.6. Requests for allotments from the contingency and emergency appropriation must be inwriting at such time and in such form as the Governor shall direct.7. Allotments out of the contingency and emergency appropriation should not be considered asreceipts in the budget but as an increase in the appropriation and requirements of any agency.
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400.1.66) where a donation predicat
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400.1.12Rare ProcedureThis procedur
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400.1.19Adopted: 06/14/05Check for
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400.1.225. After completing Steps 1
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400.1.22Notice of Award After contr
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400.1.31First Priority to Other Sta
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. Modification to facilities or ren
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400.1.355. Flowersa. Cut flowers, f
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400.1.45final debiting of your univ
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400.4.109. All persons receiving fu
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400.4.12• Received since 1st of m
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