Business Office

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 October 1, 2012

• Personnel, Location & Contact Information

Policies and Procedures Manual-Reviewed October 2012

• Polices and Procedures Manual-complete manual - reviewed October 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 - reviewed October 2012
  • Payroll Processing
  • Capital Asset Management - reviewed October 2012
  • Telephone Use
  • Mail Services
  • Financial Reviews and Audits

Expenditure Accounts - North Carolina Accounting System:

• http://www.osc.nc.gov/
• System Status: NCAS
• Data Elements
• Expenditure_Accounts

Suspicious Substance Response Guidelines-12/3/2009

Basic Spending Guidelines by Fund Source-revised July, 2012

Contracts and Grants Procedures-revised July 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 July, 2012

eProcurement User Manuals-revised October 2012. (Contact Jeanette Haynes,Purchasing Manager, to obtain training User Name and Password.)

• Users Training Instructions:  http://eprocurement.nc.gov/Training/Web%20Based%20Training.html
• Approvers Training Instructions:  http://eprocurement.nc.gov/Training.html#Approving

Procedures for Obtaining and Using a NCSSM Credit Card-updated July 2012

2013-15 Biennium Budget Requests

• 2013-15 Expansion Budget Requests - Summary
• 2013-15 Expansion Budget Requests - Narratives
• 2013-15 Capital Improvement Request
• 2013-15 Expansion Budget Presentation to Board of Trustees on June 1, 2012
• 2013-15 Expansion Budget Planning Schedule
• 2013-15 Expansion Budget Requests Submitted to UNC-GA at 3% of State Appropriations