The Business Office is an administrative department within the Operations Division of the North Carolina School of Science and Mathematics. The department is responsible for the daily financial and purchasing operations of the School, including general accounting, accounts receivable, accounts payable, purchasing, budgeting, payroll processing, fixed assets, travel, grant administration, and financial oversight.

The department is organized into three sections: Accounting, Budget and Purchasing. The Accounting Section includes an Accounting Manager and three Accounting Technicians. The Purchasing Section includes the Purchasing Manager, Purchasing Assistant and Processing Assistant. Both sections report to the Director of Finance and Budget, who is responsible for the overall operations of the department. A Budget Manager also reports to the Director of Finance and Budget.

The Business Office is committed to providing effective service by:

• Assisting departments by providing the necessary goods and services to fulfill the mission of The North Carolina School of Science and Mathematics (NCSSM).
• Providing complete and accurate accounting for all financial operations of NCSSM in a timely manner
• Safeguarding all assets of NCSSM and State of North Carolina.
• Providing outside agencies with accurate and timely information.
• Ensuring compliance with all applicable federal, State, and agency rules and regulations.

Business Office Staff as of March 1, 2012

• Personnel, Location & Contact Information

Policies and Procedures Manual-Revised January 2012

• Polices and Procedures Manual-complete manual - revised January 2012
  • Business Office Organization and Mission
  • General Accounting
  • Budgeting
  • Depositing of Funds (Collection of Money Outside of the Business Office)
  • Purchasing
  • Central Stores
  • Accounts Payable
  • Travel - revised January 2012
  • Payroll Processing
  • Capital Asset Management (updated December 2011)
  • Telephone Use
  • Mail Services
  • Financial Reviews and Audits

Expenditure Accounts - North Carolina Accounting System

• NCAS Expenditure Accounts-complete listing
  • Personal Services
  • Purchased Services
  • Supplies
  • Property, Plant & Equipment
  • Other Expenses & Adjustments
  • Reserves
  • Intragovernmental Transactions

Suspicious Substance Response Guidelines-12/3/2009

Basic Spending Guidelines by Fund Source-revised January 31, 2012

Contracts and Grants Procedures-revised January 2012

• Contracts and Grants Procedures
• Time and Effort Reporting Procedures
• Checklists and Forms
  • PI Management Checklist
  • Time and Effort Reporting Form
  • Grant Close Out Checklist

Trust Fund Spending Guidelines-revised January 31, 2012

eProcurement Manual-revised March 2011

• eProcurement Overview
• System Searches
• Shared Folders
• Personal Profile
• e-Requisition Catalog Item
• e-Requisition Non-catalog Item
• e-Requisition Punchout Item
• Withdrawing an e-Requisition
• Editing a Line Item
• e-Requisition Integration and Change Order
• Approval Flow
• Approving an e-Requistion
• Returning an e-Requistion
• Approver Editing an e-Requistion

Procedures for Obtaining and Using a NCSSM Credit Card-updated February 2011