FAQs

Below you will find a list of FREQUENTLY ASKED QUESTIONS about SCSSI.

1. As a sponsor, how do I collect SCSSI funds for a club, event, academic competition, or J-Term course?

   • Sponsors should reach out to the SCSSI Coordinator and the NCSSM cashier to request payment collection and tracking setup. The SCSSI Coordinator will create or share an existing SCSSI account number with each sponsor who can then submit the information linked above to the NCSSM cashier to request a credit card payment link and access to an SCSSI tracking sheet. Payments should not be collected prior to contacting the SCSSI Coordinator and the NCSSM cashier and payment collection/setup requests should be shared each school year.
     
     

2. How are SCSSI funds collected?

   • In addition to using an SCSSI credit card payment link, SCSSI funds may also be collected in the form of checks (made payable to NCSSM SCSSI) or cash (in exact amounts) which are receipted by the NCSSM cashier. Checks may be mailed to:

NCSSM Cashier
SCSSI
PO Box 2418
Durham, NC 27715-2418  

or delivered in person to the NCSSM cashier (in Watts 211, between the hours of 7:30 am and 4:00 pm) and should include in the memo line: EVENT/CLUB/COMPETITION/COURSE NAME - STUDENT NAME for whom payment is being made (e.g. Italy J-Term - Donna Berzatto)

2. • Sponsors are responsible for coordinating payments with students and families. There is sometimes a processing delay as payments are received and it may take a few days for payments receipted on the tracking sheet to be posted to an SCSSI account. The SCSSI Coordinator can advise sponsors regarding their account balance and funds available for use.
     
     

3. How do I pay a vendor using SCSSI funds?

   • SCSSI funds are typically distributed in the form of check payments, credit card payments, or advances.

   • Whenever possible, SCSSI payments are distributed by check and delivered to vendors by mail.

   • Sponsors may also request that payment be made by credit card. Hotel reservations, flight deposits and group airline reservations, and online purchases are often purchased with an SCSSI credit card. It is important for sponsors to work with the SCSSI office to coordinate credit card purchases in order to ensure that there is adequate credit available at a given time. 

   • In some cases, the SCSSI office may have an established billing account (e.g. Enterprise Rent-A-Car Cars, Hertz, etc.). Sponsors are asked to coordinate with the SCSSI office before making a reservation and reservations should not be made using a sponsor's personal credit card.

   • There are instances in which a sponsor may need an advance in order to make purchases on site or when an exact cost is not pre-determined. In those cases, sponsors may submit an advance request to receive SCSSI funds in the form of a check prior to purchase that may be used by the sponsor to make purchases and then reconciled against receipts for purchase.

4. Can I use my NCSSM Foundation p-card or my NCSSM issued State p-card to make SCSSI purchases?

   • Please do not use an NCSSM Foundation p-card or an NCSSM State p-card to make SCSSI purchases. All SCSSI purchases should be made using an SCSSI credit card or by issuing  an SCSSI check directly to a vendor.
     
     

5. Who do I need to sign my SCSSI check request?

   • SCSSI Check Requests must be signed by the requestor (the person submitting the request), by the program manager or the requestor's director/dean/supervisor (as applicable) and by Terry Lynch, Executive Director of SCSSI (financial director) in order to be processed. After they are signed all check requests should be shared with SCSSI@ncssm.edu.
     
     

6.  Who do I need to sign my SCSSI credit card request?

   • SCSSI credit card purchases require the approval and signature of the requestor (the person submitting the request), the program manager or the requestor's director/dean/supervisor (as applicable), the requestor's vice chancellor, and Terry Lynch, Executive Director of SCSSI (financial director).
     
     

7. Who do I contact to find out how much money is available in my SCSSI account?

   • Sponsors should monitor their SCSSI tracking sheet to determine which students have submitted payment and which students have not. There is sometimes a processing delay as payments are received and it may take a few days for payments receipted on the tracking sheet to be posted to an SCSSI account. The SCSSI Coordinator can advise sponsors regarding their account balance and funds available for use.

1. How do I request SCSSI payment collection for my students?

   • J-Term sponsors should submit the SCSSI Payment Collection & Tracking Setup Request form to request SCSSI payment collection and tracking setup. Form submissions should include intended payment amount, collection timeline, student roster (if available), and signed authorized budget form to indicate approval to begin payment collection.

***As a reminder, sponsors who will be collecting student payments for local J-Term courses through SCSSI are required to complete the J-Term Budget Template - short form and share with the SCSSI office before payment collection begins.***

2. How do I pay vendors for J-Term related purchases and services?

   • SCSSI funds are typically distributed in the form of check payments, credit card payments, or advances.

   • Whenever possible, SCSSI payments are distributed by check and delivered to vendors by mail.

   • Sponsors may also request that payment be made by credit card. Hotel reservations, flight deposits and group airline reservations, and online purchases are often purchased with an SCSSI credit card. It is important for sponsors to work with the SCSSI office to coordinate credit card purchases in order to ensure that there is adequate credit available at a given time. 

   • In some cases, the SCSSI office may have an established billing account (e.g. Enterprise Rent-A-Car Cars, Hertz, etc.). Sponsors are asked to coordinate with the SCSSI office before making a reservation and reservations should not be made using a sponsor's personal credit card.

   • There are instances in which a sponsor may need an advance in order to make purchases on site or when an exact cost is not pre-determined. In those cases, sponsors may submit an advance request to receive SCSSI funds in the form of a check prior to purchase that may be used by the sponsor to make purchases and then reconciled against receipts for purchase.

• NCSSM J-Term Sponsor resources

• J-Term Task Dates & Deadlines 2025-2026

1. How do I request SCSSI payment collection for my students?

   1. Club and academic competition sponsors should submit the SCSSI Payment Collection & Tracking Setup Request form to request SCSSI payment collection and tracking setup. Form submissions should include intended payment amount, collection timeline, student roster (if available), and signed authorized budget form to indicate approval to begin payment collection.

2. How do I pay vendors for academic competition and club related purchases and services?

   1. SCSSI funds are typically distributed in the form of check payments, credit card payments, or advances.

   2. Whenever possible, SCSSI payments are distributed by check and delivered to vendors by mail.

   3. Sponsors may also request that payment be made by credit card. Hotel reservations, flight deposits and group airline reservations, and online purchases are often purchased with an SCSSI credit card. It is important for sponsors to work with the SCSSI office to coordinate credit card purchases in order to ensure that there is adequate credit available at a given time. 

   4. In some cases, the SCSSI office may have an established billing account (e.g. Enterprise Rent-A-Car Cars, Hertz, etc.). Sponsors are asked to coordinate with the SCSSI office before making a reservation and reservations should not be made using a sponsor's personal credit card.

   5. There are instances in which a sponsor may need an advance in order to make purchases on site or when an exact cost is not pre-determined. In those cases, sponsors may submit an advance request to receive SCSSI funds in the form of a check prior to purchase that may be used by the sponsor to make purchases and then reconciled against receipts for purchase.

• Academic Competitions Sponsor Resources

• Step-by-Step for Competition paperwork

• Guidelines for Academic Competitions