FAQs about Finance in Student Affairs
Student Affairs Onboarding & Annual Fiduciary Training
How do I access the Student Affairs Onboarding Training?
You can access the training session here. Captioning is available and can be turned on or off. Additionally, you can navigate to specific sections of the video using the Table of Contents
Where can I access the Annual Fiduciary Training recording and materials?
You can watch the training session here with the following access code: =p67?9AP and download the presentation below
Determining Method of Procurement and Payment
How do I determine what method of payment I should use to purchase goods or services?
Procurement Services created a Purchasing Method Decision Tree to help guide this process. Please reference the tree and reach out to your Business Hub with any questions
BuyCarolina
What is the process of submitting a BuyCarolina order?
Please reference the resources created by Procurement Services to help you navigate BuyCarolina. When you are ready to place your order, you will transfer your cart back to ConnectCarolina where you will submit an actual requisition for approval by your Business Hub. You will print a PDF copy of the requisition and submit it to your Business Hub in RASR
Exception: The Campus Health Business Hub does not use RASR for this function. Please contact them for instructions on processing BuyCarolina orders for Campus Health and CAPS
P-Cards
What process should I observe when making a purchase with my P-Card?
Procurement Services created a P-Card Process Checklist to help guide this process. Please reference the checklist which includes key allowable and unallowable purchases and reach out to your Business Hub with any questions
How do I submit P-Card receipts for upload to the Bank of America WORKS application?
The accountholder will submit the receipt to their Business Hub on the applicable RASR form. The Business Hub will upload the receipt into the Bank Of America WORKS application with a reference to the RASR ID. Please verify other requirements with your specific Hub
Exception: The Campus Health Business Hub does not use RASR for this function. Please contact them for instructions on processing P-Card charges and receipts for Campus Health and CAPS
Travel
What is the process for traveling on behalf of Student Affairs?
Please click the link below to access a PDF version of the Traveler Workflow. The workflow confirms pre- and post-trip requirements, and how to book and pay for related travel expenditures
What if I have more questions about the process?
Please reference the FAQ Sheet below addressing the most common questions travelers have. If you still have questions or concerns after reviewing the FAQ's please reach out to your Business Hub
Independent Contractors
What is the process for engaging an Independent Contractor to provide service for my department?
Please reference the policy established for determining whether an individual can be hired as an Independent Contractor, whether a background check is required, and the applicable paperwork. Please engage your Business Hub with any questions
I used an Independent Contractor last year and I want to hire them again this year. Must I submit paperwork again?
Independent Contractor agreements are only effective for a maximum of 12 months. Thus, updated documentation needs to be submitted annually if services are still needed
What if I want to engage a speaker for one day only?
Accounts Payable & Vendor Services streamlined the process for engaging a One-Day Speaker. Please reference the policy established for engaging a one-day speaker and engage your Business Hub with any questions
Student Awards, Travel, and Tangible Gifts
What does the department need to know about these benefits?
Please reference the FAQ Sheet below for relevant information about student awards, travel, and tangible gifts. Please contact your Business Hub to consult about programming including these benefits, reporting requirements, and any questions you have
Deposits
How do I deposit a check?
If the check is a gift to the University, it is required to be processed through the Student Affairs Development Office. Please contact the Director of Development to deposit these checks and ensure the gift is properly recorded
If the check is for a service provided by your department, please contact your Business Hub for next steps. Each Hub has distinct processes for handling and depositing checks
How quickly do I need to have a check deposited?
Checks should be deposited in keeping with the Daily Deposit Act, North Carolina General Statute 147-77
What is my responsibility if I accept credit card payments for my department?
On an annual basis, all employees involved in credit card payment processing must complete the Payment Card Industry (PCI) training and ITS Security Awareness training. There may be additional requirements depending on the method by which you accept credit cards (TouchNet, point of sale machines). Please reach out to your Business Hub with any questions you have
Administrative Forms
Where do I find the RASR system for online HR and Finance request forms?
RASR stands for Rapid Admin Service Request and is a system used to submit requests to the Business and HR Hubs for processing. This includes, but is not limited to, Procurement via BuyCarolina, P-Card, Purchase Order, CBM, or Voucher.
What approvals are required in RASR?
Manager approval is required in RASR for most requests and is determined by the Department selected on each form. The Manager is the Director of the department selected on the form. Once the Manager approves, the form will route to the appropriate Business Hub for processing
How do I use RASR?
Please refer to the RASR Training Guide for information on use. If you still have questions or concerns after reviewing the FAQ's please reach out to your Business Hub
Access
How do I obtain access to Finance, HR, or Student Admin roles in ConnectCarolina?
For a Student Affairs member to obtain access to Finance, HR, and Student Admin roles in ConnectCarolina, you will need to complete the appropriate Access Request Form, obtain the appropriate signatures and forward to your Director of Business Services for review
How do I obtain a P-Card or T&E Card?
In order to obtain a P-Card or T&E card, complete Finance Access Form and either the T&E or P-Card application. The access form has links within it to both applications.
Please note the T&E card has additional training requirements. Please reference the workflow below to understand those requirements
Do I need to complete training in order to obtain ConnectCarolna access?
Yes, in order to gain access to some Finance, HR, and Student Admin roles in ConnectCarolina, training is required. Please refer to the Access Roles page to see which classes may be required and sign up for training via the Training Tab on the CC User Information website
How is access revoked or changed?
To revoke or change access, you must complete the Access Request Form, obtain the appropriate signatures and forward to your Director of Business Services for review. When a staff member is leaving the organization, their manager is required to submit a request to revoke access in the same manner they submitted for the staff member to gain access