Forms

Purpose: Use this Excel form to request a new Banner fund (excludes grants and contracts administered through Research Cost Management).

• Banner Detail Code Maintenance Form

Use this form to add, delete, or modify a Detail Code in Banner Student.

• Banner Finance/49er Mart Access Request

Purpose: This form should be used to request, change, or terminate access to Banner Finance or 49er Mart. This access requires the completion of two courses: Banner Finance Training (in Canvas) and Security Awareness Training (in LOD Portal).

• Banner Fund Name Change

Purpose: Use this form to change the title on a Banner Finance Fund.

• Banner Position Control Access Request

Purpose: This form should be used to request access to salary and position information related to all EHRA, SHRA, Temporary, and Student Workers. This access requires the completion of two courses: Banner Finance Training (in Canvas) and Security Awareness Training (in LOD Portal).

• Banner Request to Change Financial Manager

Purpose:  This form should be used to:

• Identify the person fiscally responsible for the budgeting and accounting for the organization
• Change the Financial Manager due to staff turnover, the appointment of an interim
• Identify a new permanent Financial Manager (due to the creation of a new organization code)

Note that the Financial Manager for an organization (division, college, school, or department) must be a Dean, Chair, Director, Vice Chancellor, Associate Vice Chancellor, etc.

• Change Fund Reconciliation Form

Purpose: To assist with change fund reconciliation

• Change Fund Request Form

Purpose: Use this form to request a change fund.

• Compensatory Time Off Payout Request

Purpose: Supervisors may request a payout of accrued compensatory time off for any/all employee(s) by completing the payout request form and obtaining all necessary departmental and divisional approvals (funding, etc.). Employees must have more than 40 hours of accrued compensatory time off to receive consideration for payout. Email PayrollDept@uncc.edu with questions related to the completion of this form. 

• Contract Amendment Template

Purpose: Fill this form out when an existing contract between a contractor and the University needs to be changed.

• Contract Agreement Template

Purpose: Use this document to create a contract between UNC Charlotte and a corporation or independent contractor who will be performing a service for the University. This template should be used to clearly define the scope of work, deliverables, and terms associated with the agreement.

Purpose: Departments should complete this form when they need to order cash. Please note that all funds must be ordered from the bank and can take up to 72 hours to arrive. You will be contacted when your funds are available for pick up.

This acknowledgement form is required for all University employees that interact with credit/debit card data, functions, or systems.

• Deposit Form for Cash & Checks

Use this deposit form to make cash & check deposits for all departments on campus. A receipt will be automatically emailed to the preparer based on the preparer's UNC Charlotte ID number provided in the signature area.

The EC-AR - Access Request to Reporting Systems form migrated February 28th, 2018 to an eForm in the imaging system. Submit all eCommerce access or termination requests through this online eForm. An FAQ page has been created for your reference.

Purpose: Use this electronic form (eForm) to report purchasing card (p-card) account changes, e.g., legal name change, change organization and fund codes assigned to the card, change spend control profiles, or change the Reconciler or Approver. Use your UNC Charlotte login credentials to access this eForm. View these FAQs for more information on the p-card eForm.

• Electronic Receipt Book Request Form

Used to request an electronic receipt book.

• Employee & Student Direct Pay Request (ESDPR)

Purpose: Use this form to process non-payroll payments to employees and students, which will mainly encompass reimbursements for expenses incurred by employees/students for university business purposes and which are not related to travel.

Payments that should not be processed on this form:

• For student scholarships and travel awards, process via the SEA (Student Educational Award) system. 
• For travel reimbursements, process via a Travel Reimbursement & Expense Report (TRER) or Mileage & Transportation Reimbursement Form (MTR).
• For payments to vendors who are not employees and/or students and where a purchase order is not issued, process via 49er Mart using the eCR form.
• For payments to individuals for services, see How to Pay Individuals guidance and flowchart for additional information.

• Entertainment Expenditure Form

Purpose: Complete this form when you incur costs of a personal nature with a valid business purpose when the activity is not directly related to a university program, formal workshop, conference, seminar, training session, or retreat. This form should accompany applicable 49er Mart payments [it does not need to be included with Employee & Student Direct Pay Requests (ESDPRs)].

Federal Form W-4 Employee's Withholding Certificate
Use this form only if you do not have access to online tax information at my.charlotte.edu. Form W-4 allows the University Payroll Department to withhold the correct federal income tax from your pay. For security purposes, do not email this completed form containing your social security number and other personally identifiable information. FAQ instructions on how to establish or change your Form W-4 online are available. Otherwise, securely deliver your forms to the Payroll Department using one of the three delivery methods mentioned in the FAQ. 

Note: The current IRS Form W-4 is available in Banner Self Service.

This form is for Financial Services use only to request access to: Banner, RACF, NCID and Core Banking. Other departments needing Banner Finance and/or 49er Mart access must complete the Request for Banner Finance/49er Mart Access. This access requires completion of two Canvas courses: Banner Finance Training and Security Awareness Training.

This form will be used for all journal entries, book receipts, and book disbursements.

Purpose: This eForm is for use only by Facilities Management personnel to record the disposition of a building or infrastructure asset.

Purpose: Use this eForm to surplus assets; report assets that are lost, stolen, or cannibalized for parts; trade-in assets; transfer an asset to another UNC Charlotte Department; transfer an asset between agencies; return product to vendor; change the name of the custodian or location of an asset within your department. 

Purpose: Complete this electronic form (eForm) to report and track the costs associated with the fabrication of equipment. This includes instances when multiple items are purchased on more than one purchase order, and those items will be combined to make one asset. A more detailed definition of fabricated equipment is provided on the form.

Purpose: Use this eForm to create a new off-campus equipment use agreement or to extend or terminate an existing agreement. Agreements can only be effective for one year at a time.

• Foreign National Information Form - Non-Student Version

This form is required to be completed by foreign national visitors in order for the visitor to receive payments from UNC Charlotte.

• Foreign National Information Form - Student Version

This form is required to be completed by foreign national students in order for the student to receive payments from UNC Charlotte.

• 2023 Gross-Up Form

Gross up Calculations

Purpose: Use this form to upload documents to a department's drawer within the Imaging System. See the IDS manual for more information. 

Purpose: The ICC form is used to determine the worker classification (Independent Contractor or Employee) of a service provider. It is located in 49er Mart. Use your UNC Charlotte login credentials to access this eForm. This eForm should be completed by the department wishing to hire an independent contractor. View these FAQs for more information on the ICC. 

• Individual Services Agreement Template

Purpose: This document should be used to establish an agreement between UNC Charlotte and an individual who will be providing a specialized, personal service to the University. Use this template for services involving personal, intellectual properties or talents such as photographers, artist, or performers.

If your department/unit is interested in being able to process payment cards (e.g., credit cards) for University-related activity, please fill out this initial interest form to assess whether your department/unit meets the required criteria.

This electronic form ("eform") is to be used to transfer payments for goods/services performed for campus departments by another campus department.

• Mileage and Transportation Reimbursement (MTR) effective January 1, 2023
• Mileage and Transportation Reimbursement (MTR) effective July 1, 2022

If you have 2022 mileage to submit for reimbursement, use the 2022 MTR form.

Purpose: To request reimbursement for miles driven using a personal vehicle as well as parking, ride sharing, light rail or transit pass expenses. All business miles will be reimbursed at the IRS Standard Business Mileage rate, which is subject to change periodically (note that the rate changed, effective January 1, 2023).

• UNC Charlotte Missing Receipt Affidavit

Purpose: Complete this form for actual missing receipts that include the “5 Ws” (Who, What, When, Where, and Why) in the purchasing card comments or on the reimbursement request (e.g., TRER, ESDPR). Note that the Travel or Purchasing Card staff may still request that the payee attempt to obtain a more detailed receipt or otherwise document that a more detailed receipt is unavailable. Get this form signed and dated electronically (preferred) using DocuSign.

Use this form to request a mobile communication device (MCD) allowance, per University Policy 602.10, “Mobile Communication Device Allowances,” Section III. Please review the MCD FAQs for additional guidance on completing this eForm.

• Moving Expense Reimbursement Allowance Request Form

Purpose: Use this form to request a moving reimbursement/allowance for a new employee. Note that new employees should NOT complete this form for themselves. Please reference the Moving Expense Procedures for detailed information. 

• Moving Reimbursement Pre-Approval Request

Purpose: If using State funds, the new employee must complete this form. Please reference the Moving Expense Procedures for detailed information. 

NC-4 Form - North Carolina Employee's Withholding Allowance Certificate and
NC-4 EZ Form - North Carolina Employee's Withholding Allowance Certificate
Complete this form so that University Payroll can withhold the correct amount of State income tax from your pay. For security purposes, do not email a completed tax form containing your social security number and other personally identifiable information. Use this form only if you do not have access to online tax information at my.charlotte.edu. For instructions on how to establish or change your Form NC-4 online, see this FAQ. Otherwise, securely deliver your forms to the Payroll Office using one of the three delivery methods mentioned in the FAQ.

• Out-of-State Work Approval Form

Purpose: If a potential need arises for an employee to complete work for UNC Charlotte from a non-NC jurisdiction for more than one month, complete the Out-of-State Work Approval Form at least 60 days prior to the proposed start date of the arrangement. All approvals as indicated on the form must be obtained. For more details, see the Out-of-State Employees Guidance page.

This is the book receipt form that should be used by all departments on campus that process cards via a University merchant account. Merchants must submit this form to allocate receipts to the appropriate Banner fund(s) and account(s).

Use this form to provide the General Accounting department with information needed to research and/or void a check or direct deposit payment to students, vendors, or employees. Please use the Check Number found in Banner Vendor Detail History (FAIVNDH) or contact Payroll at Payrolldept@uncc.edu or ext. 7-1919 to obtain a payroll check number.

Verify the correct address and direct deposit information is in Banner before submitting this request.

• Students and employees should update their address or enroll in direct deposit at my.charlotte.edu

• Vendor (supplier) addresses should be updated using the Existing Supplier Updates form in 49er Mart.

• Petty Cash Fund Request Form

Use this form to request a petty cash fund.

• Petty Cash Log

This form is a blank petty cash log.

• Petty Cash ReimbursementReconcilation Form

This form a Petty cash reimbursement/reconciliation Excel spreadsheet.

• Petty Cash/Change Fund Change of Custodian Form

Use this form to request a change to the custodian for petty cash or change fund.

• Pressing Need or Emergency Justification From

Purpose: Use this form when you have an immediate need to purchase something due to unforeseen causes.

• PO Terms and Conditions

Purpose: To provide Purchase Order terms and conditions.

Purchasing Card Application eForm - New - New October 5
Use this eform to request a new p-card, e.g., if you are a new employee or transfer to a different department and your new position requires the use of a p-card. Use your UNC Charlotte login credentials to access this eform. View these FAQs for more information on the p-card eform.

Purchasing Card eForm - Close - New October 5
Use this eform to close an existing p-card account, e.g., if an employee transfers to another department, has terminated employment, the card is no longer used, or if card use is not in compliance with policy and supporting procedures. Use your UNC Charlotte login credentials to access this eForm. View these FAQs for more information on the p-card eForm.

• Receipt Page

Purpose: This document should be used when receipts are being submitted to Disbursements-Travel. Receipts should be taped within the indicated borders.

Purpose: Please complete and submit this form when an identity theft Red Flag is detected in the course of University operations.

• Return Goods Form

Purpose: This form should be used to notify Purchasing that goods need to be returned to a vendor.

Salary Overpayments Form
Use this form to report an employee salary overpayment. Note that departments are responsible for informing current and former employees that they were overpaid. The department is also expected to let such employees know that Payroll will be in touch with them regarding the balance owed. The employee should be expecting an overpayment invoice BEFORE Payroll makes contact with them.

This form should be used (by students only) to provide the Student Accounts Office information needed to research a lost refund check. Please note requests for replacement refunds will not be accepted until 15 days after the date the original check was issued to allow time for delays due to mail delivery.

Use form to determine how much Federal withholding to have withheld from your paycheck.

• Third Party Lodging Authorization Request (non-hotel lodging)

Purpose: Use this form to request authorization to stay in a 3rd party establishment. Requests must be submitted no less than two weeks before the travel dates.

• Travel Advance Request

Purpose: Travelers who are unable to pay for certain out-of-pocket expenses before reimbursement may request a travel advance. This workbook also contains a "Meal Allowance Log." Departments must obtain approval from Disbursements before the event takes place in order to use this log for a travel advance.

Purpose: This is an optional eForm version of the Travel Authorization that departments may choose to use for the individual, group, or blanket travel instead of the Excel version of the Travel Authorization.

• Travel Forms Package (TA & TRER)

 Purpose: This package contains the forms needed to document and request reimbursement for overnight travel. It includes the Travel Authorization Form, Travel Reimbursement & Expense Report, Travel Reimbursement & Expense Report Checklist, and a Group Travel List. There are also form instructions, a rates reference tab, meal tier appendix tab, and a related web links tab.

Used to ask for a refund on tuition, housing, and dining fees and charges due to extenuating circumstances.

• NC General Contract Terms and Conditions

Purpose: This document has the terms and conditions of general contracts.

• UP 602.11 Appendix B - Reportable Gifts, Awards, & Prizes Form

Purpose: Use this form to document employee and non-employee gifts, awards, and prizes that are reportable to the Tax Office (Reese Building 327). This criteria is defined in Policy 602.11

• UP 602.11 Appendix C - Gifts, Awards, & Prizes Log Sheet

Purpose: This form is recommended for departmental use to log non-reportable gifts, awards, and prizes (non-reportable to the Tax Office; see criteria in Policy 602.11, Sect. IV. See Appendix A for thresholds for reportable gifts, awards, and prizes).

Vendor Forms
Follow the supplier instructions to search for a supplier, request a new supplier and update an existing supplier in 49er Mart.

• Waiver of Competition Justification

Purpose: Use this form to request a waiver for competition.

This Financial Transaction Request (FTR) eForm should be used to wire payments from the university when a check or ACH payment is not possible or when sending in foreign currency. For instructions on how to complete this form, see How to Pay Vendors with Outgoing Wire Transfers