Forms
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)].
Contact Email: travel@charlotte.edu
Last Updated: August 1, 2022
Federal Form W-4 Employee’s Withholding Certificate
Federal Form W-4 Employee’s Withholding Certificate
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.
Contact Email: PayrollDept@charlotte.edu
Last Updated: September 18, 2023
Financial Services Access Request Form (FS Employees Only)
Financial Services Access Request Form (FS Employees Only)
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.
Contact Email: finsystems@uncc.edu
Last Updated: June 23, 2021
Financial Transaction Request (FTR)
FTR – Financial Transaction Request
This form will be used for all journal entries, book receipts, and book disbursements.
Contact Email: Budget-GenFund@uncc.edu
Last Updated: January 11, 2021
Fixed Assets Building and Infrastructure Disposition eForm (for use by FM personnel only)
Fixed Assets Building and Infrastructure Disposition eForm (for use by FM personnel only)
Purpose: This eForm is for use only by Facilities Management personnel to record the disposition of a building or infrastructure asset.
Last Updated: January 11, 2021
Fixed Assets Disposition & Change eForm
Fixed Assets Disposition and Change eForm
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.
Last Updated: January 11, 2021
Fixed Assets Fabricated Equipment Use eForm
Fixed Assets Fabricated Equipment Use eForm
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.
Last Updated: January 11, 2021
Fixed Assets Off-Campus Equipment Use eForm
Fixed Assets Off-Campus Equipment Use eForm
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.
Last Updated: January 11, 2021
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.
Last Updated: January 11, 2021
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.
Last Updated: January 11, 2021
Gross-up Calculation
Imaging Document Submission (IDS) TCP Invoices eForm
Last Updated: September 23, 2021
Imaging Document Submission (IDS) TCP Invoices eForm
Purpose: Use this form to upload documents to a department’s drawer within the Imaging System. See the IDS manual for more information.
Independent Contractor Checklist (ICC) Form
Independent Contractor Checklist (ICC) Form
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.
Last Updated: January 11, 2021
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.
Contact Email: purchasing@charlotte.edu
Last Updated: November 13, 2023
Initial Interest Form to Process Payment Cards (EC-IFF)
Initial Interest Form to Process Payment Cards (EC-IFF)
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.
Last Updated: January 11, 2021
Interdepartmental Invoice eForm
Interdepartmental Invoice eForm
This electronic form (“eform”) is to be used to transfer payments for goods/services performed for campus departments by another campus department.
Last Updated: January 11, 2021
Mileage & Transportation Reimbursement (MTR)
2024 Mileage and Transportation Reimbursement (MTR) (effective Jan. 1, 2024)- 2023 Mileage and Transportation Reimbursement (MTR) (effective Jan. 1, 2023)
If you have 2023 mileage to submit for reimbursement, use the 2023 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, 2024).
Contact Email: travel@charlotte.edu
Last Updated: January 1, 2024
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.
Contact Email: travel@uncc.edu
Last Updated: February 7, 2022