Policy Area: State Disbursing
Policy Sub Area: Uniform NC Accounting System
Authority: GS 143B-426.40G
Effective Date: 5/30/2014
Last Revision Date: 1/13/2026
Policy Owner/Division: NCFS
Policy
NCFS Check Print User Access:
To print checks from the North Carolina Financial System (NCFS), the agency user must have a NCID account that is part of the EADS domain. This NCID account is managed by Department of Information Technology (DIT). The user must also use the Multifactor Authentication provided through NC DIT. Additionally, the user must complete the required NCFS training to receive the NCFS AP Payment Printer security role which allows the user to create and print the check payment files.
System Setup Policy:
OSC will provide each agency with the equipment and software configuration necessary to print checks.
- One (1) MICR-certified network printer
- Network printer configuration instructions for NCFS
The agency will be responsible to provide the following:
- IP address for the printer
- Physical network connectivity for the printer
- Electrical power source
- Physical space to set-up printer
- Check Stock (see source below)
- MICR Toner Cartridges
Physical Security
Due to the sensitive nature of the check print process, adequate security must be provided for both equipment and supplies. Specifically, the following [minimum] security measures are required:
- Keys
- A key is used to unlock the paper tray where the check stock is loaded. This tray must be locked at all times.
- The key must be stored in a secure location when not in use.
- Blank Check Stock Any check stock not loaded into the secured printer tray must be stored in a cool, dry secured location.
Security Measures
NCFS checks are printed from the Payables module in NCFS under the Payments menu. Agency users only have access to the data for their assigned NCFS Business Unit. No assigned check print user can access data from other agency business units other than their own. This access is driven by the agency business unit that is assigned to the users within the NCFS software.
Request for Digitized Signature for Agency Check Signer
When an agency has a personnel change that involves who will sign the agency’s checks, a digital signature request form must be completed by someone with Delegation of Disbursing Authority. The form is located at NCFS Check Printing Signature under NCFS Resources and should be submitted to ncfs@ncosc.gov.
Ordering Consumable Supplies
MICR Toner is required for check printing. The MICR toner to be used should be in compliance with the Department of State Treasurer’s Banking Services Handbook, and should be compatible with the agency’s check printer. Ordering toner information is found at NCFS Check Toner on OSC’s website.
Check stock must incorporate all security features and be approved by the Department of the State Treasurer (NC DST). Check stock size should be 8 ½ by 11 (letter size). Additional information regarding DST approved check stock can be found at NCFS Check Stock Information.
Managing Access Control Standards
It is the policy of the Office of the State Controller (OSC) to comply with all applicable security standards issued by the State CIO under the authority of G. S. § 147-33.110. The access rights for users of OSC’s enterprise application systems shall be reviewed and documented on a semi-annual and quarterly basis for all privileged accounts.
Procedures
N/A
Accounting Guidance
N/A
Related Documents (Memos/Forms)
N/A
Revision History
- 5/16/2014 - Removed OSC’s recommendations for MICR toner, and referenced the Department of State Treasurer’s Banking Services Handbook. Also removed were any recommended vendor names listed in the Check Stock guidance.
- 5/7/2015 - Removed the computer equipment under the System Setup Policy and removed the Hardware section that was referencing the computer equipment that has been removed.
- 11/19/2015 - Removed the OSC Domain Access under the NCAS Check Print User Access section. Removed the Access Monitoring section. Added the printer configuration that OSC provides and computer that the agency provides under the System Setup section. Added the Managing Access Control Standards section.
- 12/8/2015 - Added and removed text for several sections of the policy in order to ensure that the policy was accurate as possible.
- 2/20/2018 - Updated links
- 1/21/2025 - Formatted for new ncosc.gov website
- 1/13/2026 - Updated NCFS information