Frequently Asked Questions - Billing

How should I contact the NC E-Procurement Billing Help Desk?

How will I receive my NC E-Procurement invoice?

When is the transaction fee charged to suppliers?

Can I submit a separate line item on my invoice to the State entity for the NC E-Procurement fee?

What is the purpose of the 1.75% fee?

When is payment due?

Where should I send payment and to whom should the check be made payable?

How do I update the contact Billing Contact information on my account?

How do I dispute an item on my invoice?

Will interest be charged on past due balances?

How will interest be calculated?

Will interest be charged while an invoice is in dispute?

Why did I receive an invoice with no new charges?

Why is there a credit balance on my account?

Why did I receive a refund check?

 

How should I contact the NC E-Procurement Billing Help Desk?

The NC E-Procurement Help Desk is available Monday through Friday, from 7:30 am EST - 5:00 pm EST. Questions can be submitted to the Billing Help Desk via phone, e-mail, or fax using the contact information listed below:

Phone: 888-211-7440, option 4
Email: epbilling@its.nc.gov
Fax: 919-424-1975

How will I receive my NC E-Procurement Invoice?

Invoices will be sent to vendors via email or fax, as designated on the Vendor Registration account. This information can be modified via the NC E-Procurement Vendor Registration web site: https://vendor.ncgov.com.

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When is the transaction fee charged to suppliers?

The transaction fee is assessed for an eligible NC E-Procurement purchase (goods only) after the supplier has been paid by the purchasing State Entity. Suppliers will be charged for the assessed transaction fee on a monthly basis if the total invoice amount is greater than $25. If the invoice is less than $25, the invoice will be deferred until it reaches $25 or until three months have passed, whichever comes first.

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Can I submit a separate line item on my invoice to the State entity for the NC E-Procurement fee?

No. Per the NC E-Procurement Terms of Use, the transaction fee shall not be stated or included as a separate item in the invoice.

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What is the purpose of the 1.75% fee?

The transaction fee supports the development and ongoing operations of NC E-Procurement. These operations are comprised of development and execution of training required for both buyers and suppliers, and the ongoing maintenance and services needed to sustain NC E-Procurement.

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When is payment due?

Payment is due by the 20th of the month following the invoice issue date. The due date is listed at the top of the NC E-Procurement invoice.  When remitting payment, please include the invoice number intended to pay in the memo line of the check.

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Where should I send payment and to whom should the check be made payable?

NC E-Procurement accepts check and money order payments. Electronic payment is not accepted at this time. Checks or money orders should be made payable to "State of North Carolina – Eproc.”  Payments should be mailed to the following address:

State of North Carolina - EProc
PO Box 752167
Charlotte, NC
28275-2167

Please be sure to complete the steps below prior to sending the payment amount:

  1. Detach the payment coupon located at the top of the invoice
  2. Fill in the amount enclosed on the payment coupon
  3. Write the invoice number on the check or money order

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How do I update the contact Billing Contact information on my account?

Any contact on the account may log into the Vendor Registration at https://vendor.ncgov.com and update contact information.  If you do not know the username/password for the account, please contact the NC E-Procurement Vendor Help Desk at 888-211-7440, option 2 for assistance.

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How do I dispute an item on my invoice?

Vendors may dispute an invoice through the NC E-Procurement Billing Help Desk. As stated in the NC E-Procurement Terms of Use, all disputes must be received within 30 days of invoice issuance. A dispute will be considered after receipt of the related documentation. Documentation may include the vendor invoice or contract associated with the transaction in dispute. An Invoice Dispute Form may also be submitted for each invoice as needed. The dispute form and documentation can be submitted by email to the Billing Help Desk. If you have questions about the form or the documentation needed, please call the Billing Help Desk for assistance.

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Will interest be charged on past due balances?

Pursuant to North Carolina General Statute §147-86.23, interest will be charged on past due balances for invoices due on or after November 20, 2014. Please note that the interest rate determined by the North Carolina Secretary of Revenue pursuant to North Carolina General Statute §105-241.21 is currently 5%. This rate may change on a semi-annual basis and will be communicated to all vendors prior to any such change. NC E-Procurement sent a notice to vendors in August and September 2014 regarding this change.

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How will interest be calculated?

Interest is calculated at an invoice line level on a monthly basis for unpaid balances and late payments. There is no minimum balance or invoice amount to receive interest charges.

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Will interest be charged while an invoice is in dispute?

When a line item or transaction on an invoice is under review by the NC E-Procurement team due to a dispute, it is precluded from generating interest during the billing cycle. If a dispute is denied, the vendor is responsible for all interest, including the interest that would have been generated while the dispute was under review. Approved disputes may result in a credit to the vendor.

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Why did I receive an invoice with no new charges?

A vendor may receive an invoice containing no new charges if there has been activity on the account. Statement invoices are issued to reflect payments, credits, and/or interest charges received during the billing period.

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Why is there a credit balance on my account?

A credit balance on an account is generally the result of an overpayment and/or credits that have been issued to the account. A vendor may request a refund check for this credit balance or request that it be applied to outstanding charges on the account. To submit a request regarding a credit balance on your account, please contact the NC E-Procurement Billing Help Desk.

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Why did I receive a refund check?

The NC E-Procurement Billing team reviews vendor accounts for credit balances and may issue a refund check as necessary. If you receive an NC E-Procurement refund check from the NC Department of Administration and would like detailed information regarding your refund, please contact the NC E-Procurement Billing Help Desk.

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