Effective Date: 07/01/00

Introduction Statement 2: Description of Functional Areas

Accounting Department

The Comptroller - is responsible for supervising and coordinating the activities of:

General Accounting Office

The General Accounting Office is responsible for maintaining accounting records for all North Carolina State Legislative Appropriated Operating, Auxiliary, Special, and Capital Improvement Funds as directed by the State Department of Administration and the General Statutes of the State of North Carolina. This office is also responsible for operation of the University's General Financial System.

Payroll Office

The Payroll Office is responsible for the preparation of all payrolls, and the rendering of all payroll payments to employees of the University. The Payroll Office personnel must ensure that all payments are timely and proper, that all authorized reductions and deductions have been made, and that all checks are delivered to authorized departmental representatives.

The Payroll Office is also responsible for preparation of the necessary reports for all statutory deductions, for remittance of all authorized payroll reductions and deductions to the proper agencies and private companies, and for maintenance of records required by the University, State and Federal agencies pertaining to personnel paid through the payroll system.

Student Loans Office

This office is responsible for the general administration, disbursing and collecting of all student loans. This includes implementing sound accounting practices and procedures ensuring that all promissory notes are properly executed, accounts reviewed monthly and billed accordingly, and that all loan funds are in balance at the end of each month.

Endowment, Trust, and Special Funds Office

This office, frequently referred to as "Special Funds", is responsible for maintaining the records for all University endowments, trust and special funds in accordance with State laws, policies of the University, and provisions of the various trust instruments and fund authorities.

Accounts Payable Office

This office is responsible for handling University payments for goods and services (other than the payroll activities), the issuance of checks, the liquidation of the encumbrances through the Accounts Payable System, and the processing of travel forms for payment.

The Accounts Payable Office personnel are responsible for administering the University travel policies and procedures applying to forms approval, travel advances, and to reimbursements for travel from University funds.

Cashier's Office

The Cashier's Office is responsible for and serves as the official depository for all University receipts except those specifically excluded by legislative action.

Student Funds Accounting Office

This office is responsible for student funds allocated by the Vice Chancellor for Student Life. These funds are governed by student organization representatives. Expenditures related to these funds are accounted for by the same policies and procedures as other University current operating funds.