1100 State Disbursing

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.

General Obligation (GO) bond proceeds must be invested by the State Treasurer and Special Indebtedness (SI) and Two Thirds General Obligation Bonds (Two Thirds GO) proceeds must be held by the Trustee until they are required for expenditure. In addition, funds derived from these three sources must be disbursed to contractors within 24 hours of receipt to prevent violation of federal arbitrage laws. To insure compliance with both of these Department of State Treasurer requirements, the Office of the State Controller has established the following procedures, which must be followed when requisitioning funds or preparing transfers.

State agencies are often required to deploy employees to areas affected by disaster whether caused by nature or event. State agencies must be prepared to provide employees with food, lodging and other applicable subsistence in situations where basic necessities are not available. The state agency shall use the state administered procurement card for purchases to the fullest extent possible. The procurement card is accepted similar to VISA and MasterCard nationwide. The procurement card transactions are reconciled monthly and provide sound internal controls over purchases. The procurement card is administered by the NC Department of Administration. All policies established shall be followed.

“A processing fee” is not to exceed thirty-five dollars ($35.00), may be charged and collected for checks on which payment has been refused by the payor bank because of insufficient funds or because the drawer did not have an account at that bank if at the time the consumer presented the check to the person.

To minimize the daily outflow of General Fund cash, agencies and institutions that requisition funds from the General Fund of the State must submit a separate requisition for each check write. This policy applies to all funds requisitioned from the General Fund.

To ensure that payroll funds remain on deposit with the State Treasurer and available for investment until the payroll due date and that funds are on deposit to cover the payroll disbursement, under no circumstances shall a payroll warrant be issued to an employee that would allow the employee to cash the warrant prior to payday. This policy shall apply to all State payroll disbursements.

The State Controller may authorize a State agency to make expenditures through a disbursing account with the State Treasurer.