Manuals, Guides, and Procedures

As an administrative employee, you may encounter unfamiliar procedures and questions you may not know the answers to, i.e., Who do you ask? How do you find the answers? Human Resources Learning and Organizational Development offers workshops through the Program for Administrative Certification (PAC) where you will obtain knowledge of various policies and procedures needed to assist you in your position. We strongly encourage you to consider participating in this program. In addition to these workshops, we offer an administrative support group that offers monthly training and support and a way to communicate with other administrative staff across campus. 

The purpose of the group is to communicate to all administrative employees new procedures as they develop, to open up communication for the administrative employees to voice their needs, and for everyone to share their best practices with each other. Forum dates for the academic year are in the Learning and Development Portal.

Admin Chat Room Group

An ADMIN-CHAT-ROOM Google Group is available for you to join. It is a tool to help administrative employees keep in touch with each other, and in addition to Niner Insider, Inside UNC Charlotte and other Groups and system emails, will be used to announce changes in policies, procedures, etc. You may also utilize it to ask questions to all administrative employees on campus. 

Email:  ADMIN-CHAT-ROOM-GROUP@UNCC.EDU. Not already a member? Add yourself to this group

Contacts:

CJ Johnson
Phone: 704‑687‑5813
Email: c.johnson@uncc.edu
Debra A. Bunker
Phone: 704‑687‑7541
Email: dbunker@uncc.edu
 
Julie Hughes
Phone: 704‑687‑5650
Email: jhughes@uncc.edu
Tina Moody
Phone: 704‑687‑7320
Email: tina.moody@uncc.edu
 
Tonya Thompson
Phone: 704‑687‑5112
Email: tsjohnso@uncc.edu
 
   
Last updated: March 18, 2022

Payment method:

 
The preferred method for purchasing airline tickets is to use a University-issued Purchasing Card (P-card).  

Other allowable methods include:
  • Direct bill to AAA of the Carolinas
  • Submit a Travel Reimbursement and Expense Report form

Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area. 

Rationale and other considerations:

The cost of commercial airline tickets (coach rate) is allowable when purchased for the purpose of traveling on University business. Because the P-card allows for an improved approval and prepayment process, it is the preferred purchasing method for buying airline tickets. 

If the employee is combining business and personal activities in the same trip, only the expense related to the business portion of the trip is allowable. Please refer to the University Travel Manual for additional information.

How to do it:

  1. Complete a Travel Authorization form and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration or Treasury Services). 
  2. Upon approval of the Travel Authorization form, the traveler or their designee may then purchase their airline tickets (coach rate) using a P-card.  When using the P-card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Policies Procedures Forms/Links Training and Reference Materials

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds
Purchasing Card Manual
 
Travel Manual                                                                                        

Travel Forms Package        

Know Before You Go: General Guide for Travelers

Expense Account Codes                                                                        
 

Contact for additional questions:

Email the travel inbox at travel@uncc.edu, or refer to the list of contacts on the Disbursements-Travel webpage.

 

Last updated: November 10, 2014
  Bank of America Works

The Works application is a web-based, user-friendly electronic card payment management service that automates, streamlines, and integrates existing payment authorization and reconciliation processes while providing management reporting & spending controls.

Last updated: December 8, 2014

Purpose: Cheatsheet for Banner 9 Quickcard References.

Contact email: finsystems@uncc.edu
Last updated: November 13, 2014

Purpose: List of Security Class Descriptions.

Contact email: finsystems@uncc.edu
Last updated: November 13, 2014

To determine the specific area of training required, review the guide below.


Users who have departmental financial responsibilities, including grants administration, budget management, use Finance reports or initiate financial paperwork, complete


Users who purchase or approve the purchase of goods and services or enter receiving through 49er Mart, review

  • 49er Mart Training available through Canvas


Users who monitor salary/position administration and reconciliation, complete


Users who approve timesheets for Students or Temporary Employees


Users who only need access to view Revenue and Expense information about Grant or University Funds.  

Contact email: finsystems@uncc.edu

Purpose: Banner HR QuickCard Reference

Contact email: finsystems@uncc.edu
Last updated: March 13, 2017

Purpose: Chart of Banner Organization and Financial Management Codes.
 

Contact email: finsystems@uncc.edu
Last updated: June 1, 2022

Purpose: Provide a list of Banner rule codes

Contact email: finsystems@uncc.edu
Last updated: January 28, 2021

Target Audience: Student Employment Coordinators and others responsible for approving timesheets for student and non-student temporary employees.

Overview:  This documentation will focus on web time entry, approving time, and establishing proxies in the Banner self-service system. 

Resources:  

Video tutorial! Click play for an overview of the WTE user's process. 

Contact email: finsystems@uncc.edu
Last updated: January 28, 2021
  NC OSBM Budget Manual

Purpose: A budget manual guide from the North Carolina Office of State Budget and Management (OSBM) for use by state departments, agencies, and institutions in the preparation and administration of their budgets. Travel policies are in section 5 of the budget manual.

Contact email: travel@uncc.edu
Last updated: April 13, 2022

What is the Business Update Forum?

Financial Services hosts discussion forums three times a year. Each session is customized for the needs of those individuals who lead the business operations within the University’s colleges and departments. During these sessions, subject matter experts from Business Affairs and the Office of OneIT provide updates and guidance for navigating the University’s financial and related administrative processes. Planned changes or enhancements to existing processes are also discussed. These sessions emphasize an open discussion format to provide a forum for voicing questions about key business operations. 

Contact Lisa Dooley to submit topic suggestions or request to present at a future Business Update Forum.

Attend the next Business Update Forum

When: Fall 2022 (date to be decided) 

Where: via Zoom (a unique link will be provided to registrants upon completing registration)

Presented by: Financial Services hosts this communication series.

Registration not available at this time (make sure you are logged into your uncc.edu account first

Access past Business Update Forum presentations

Last updated: May 20, 2022

Purpose: Provides baseline standards for the capital assets process of the UNC System and general guidance on recording and maintaining capital assets.

Last updated: November 13, 2014

Purpose: Provide a list of account types found on the chart of accounts.

Contact email: finsystems@uncc.edu
Last updated: November 13, 2014

Purpose: Table of UNC Charlotte Fund Types and their descriptions.

Last updated: November 13, 2014

Purpose: Provide Chart of Accounts Range of Expenditure Account Numbers and Budget Pools.

Last updated: November 13, 2014

Purpose: Shows the 2014 updates to ARCHIBUS and new account codes.

Last updated: November 13, 2014

Payment method:

The method for purchasing computer, printers or related accessories is to use 49er Mart.  Note: Purchases of Apple products should go through the Niner Tech Computer Store; please refer to the Niner Tech website instructions.

Rationale and other considerations:

Orders are processed online through a web browser depending on the type of supplier used. To begin, choose a supplier and proceed with selecting items and placing them in your virtual shopping cart.  When you have finished shopping, your cart proceeds to the checkout and a requisition draft is created.  At this point, enter the appropriate accounting codes (e.g.--fund, account) to be used by your department for the order. 

Placing the order prompts the workflow process to begin.  Approvers are notified via email that an order is pending (the level of approvals depends upon the dollar amount and the type of purchase).  The final approval generates a purchase order (PO). 

To receive the order, you must log in to 49er Mart.  Receiving initiates payment to the vendor. 

How to do it:

  1. Login to 49er Mart.
  2. Click on the logo of the supplier (e.g., Dell, CDW-G).
  3. If the vendor is a punch-out supplier, you will be directed to the vendor's site to shop for your item(s).
  4. Add the desired item(s) to your cart and click "Checkout" when finished ordering.
  5. You will be directed back to the 49er Mart site to create your requisition. 
  6. Review the details of your order, and click "Proceed to Checkout."
  7. Select the appropriate accounting codes for your college/department.
  8. Perform a final review and click "Place Order."
     
Policies Procedures Forms / Links Training and Reference Materials

University Policy 601.11, Purchasing Policy 

State of NC Purchase and Contract Division, Administrative Code

University Policy 601.8, Appropriate Use of University Funds

49er Mart Requester - Step-by-Step Guide

49er Mart Approver - Step-by-Step Guide

Purchasing Manual

49er Mart Login

Banner Login

Niner Tech Ordering Instructions

49er Mart Training in Canvas

49er Mart FAQs

Contact for additional questions:

Send an email to the Purchasing mailbox at purchasing@uncc.edu or refer to the list of Purchasing contacts.

Last updated: September 26, 2018

Purpose: Guidance on Capitalizable Construction Projects

Last updated: November 13, 2014

Definition:

Consulting services are services provided by a contractor who is not actively involved in the process being studied, but rather provides expert, outside insight or advisory services about how to complete a task or perform it more efficiently.  They possess specialized knowledge, experience, expertise, or professional qualifications that make them ideally suited to provide insights and direction.   Generally, consultants are not managed by University personnel and are tasked with analyzing the situation in the manner they deem to be best.  After they have collected and analyzed their data, they provide recommendations to the University about how to complete or alter the subject matter in question. 

Payment method:

The preferred method for paying for services meeting the definition listed above is to use 49er Mart.  If the services are to be provided by an individual rather than a business, please follow the instructions on how to Pay for Independent Contractors

Rationale and other considerations:

A sole-source agreement or RFP may be required for certain consulting services.  Please refer to the Purchasing Manual for additional guidance.

How to do it:

1. Complete a written justification memo to explain why the work to be performed by the consultant cannot be reasonably accomplished by employees of the ordering department (refer to Purchasing Manual for additional guidance).

2. Written justification must be approved by Materials Management and the Vice Chancellor for Business Affairs.

3. Login to 49er Mart, enter the request using the General Services form and attach a copy of the agreement.

Policies Procedures Forms / Links Training and Reference Materials
State of NC Purchase and Contract Division, Administrative Code

University Policy 601.8, Appropriate Use of University Funds

49er Mart Requester - Step-by-Step Guide

49er Mart Approver - Step-by-Step Guide

Materials Management Purchasing Manual

49er Mart Login

Banner Login
49er Mart Training in Canvas

49er Mart FAQs


Contact for additional questions:

Send an email to the Purchasing mailbox at purchasing@uncc.edu or refer to the list of Purchasing contacts.

Last updated: September 14, 2018
  Contract Checklist

Displays the Contract Checklist Flowchart

Last updated: November 13, 2014

Contract Review Workflow

Last updated: November 13, 2014

Purpose: Table of Departmental ePrint Reports

Last updated: November 13, 2014
  Disbursement cutoff dates for fiscal year 2021-2022

Purpose: The chart in the memo details the FY 2021-2022 disbursement cut-off dates for Financial Transaction Requests (FTR), Employee Student Direct Pay Requests (ESDPR), Purchase Order payments, and travel to be included in the current fiscal year. Expenses incurred after the dates noted, will be charged to the next fiscal year.

If you have additional questions regarding year-end cut-off dates, please email the respective office below:

Office Email
Budget Office budget-genfund@uncc.edu
Disbursements (Accounts Payable & Travel)

acctpay@uncc.edu or travel@uncc.edu

Financial Systems Support (e.g., Banner/49er Mart) finsystems@uncc.edu
General Accounting generalaccounting@uncc.edu
Purchasing purchasing@uncc.edu
Purchasing Card purchasingcard@uncc.edu

Note that a new calendar is published annually before the end of April.

Last updated: April 19, 2022

Analog:  For eCommerce purposes, a non- digital line i.e., a phone line as opposed to a network or Ethernet cable.

Attestation:  To certify by signature the accuracy and truthfulness of information provided.  Attestation is one component of the Payment Card Industry Data Security Standards (PCI DSS) validation process.

Authorization:  In the context of a payment card transaction, authorization is the first step in processing a payment card.  It occurs when a merchant enters cardholder data for a transaction to their bank (acquirer) for processing and requests approval to proceed with the sale.  The merchant’s acquiring bank then routes the request to the card-issuing bank where the transaction is authorized or denied and the response is then routed back to the merchant or their processing system.

Cardholder Data (CHD):   At minimum, CHD consists of the full Primary Account Number (PAN). CHD may also appear in the form of the full PAN plus any of the following: cardholder name, expiration date, and/or service code. See Sensitive Authentication Data for additional data elements that may be transmitted or processed (but not stored) as part of a payment transaction. 

Card Present (CP):  A payment card transaction made where the credit card is physically present (e.g., a face to face transaction, or a customer swiping their card directly into a POS terminal).

Card Not Present (CNP):  A payment card transaction made where the merchant does not see or touch the card and the cardholder does not, or cannot physically present their card for direct input to the merchant’s card/chip reader (e.g., transactions entered over the internet, telephone, mail, or fax).

Credit/Debit Card Processing:  Act of storing, processing, or transmitting credit/debit cardholder data.

eCommerce:  Any internet-enabled financial transaction.

Employee: Any employee (as defined by the Employee Handbook): faculty, student employee, or contractor employed by a third party and providing services to UNC Charlotte.

Master Services Agreement (MSA):  The contract between a merchant and a bank that defines their respective rights, duties, and warranties regarding how each will handle bank card transactions/activity.  The MSA for the University is contracted through the state of North Carolina.

Merchant:  Any entity that accepts payment cards as payment for goods and/or services.

Merchant Account:  A bank account established to allow a business to accept payment card transactions.

Multifactor Authentication:  A means of authenticating a user when two or more factors are verified. These factors include something the user has (such as a smart card, dongle, or device), something the user knows (such as a password, passphrase, or PIN) or something the user is or does (such as fingerprints, other forms of biometrics, etc.)

PAN:  Acronym for “primary account number” and also referred to as “account number.” It is a unique payment card number (typically for credit or debit cards) that identifies the issuer and the particular cardholder account.

Payment Card Industry Data Security Standards (PCI DSS):  A proprietary information security standard for organizations or entities that store, process, or transmit payment card data. The Standard is mandated by the card brands and administered by the Payment Card Industry Security Standards Council (PCI SSC).  The Standard may be referenced at:  https://www.pcisecuritystandards.org/.

Payment Card Industry Security Standards Council (PCI SSC):  the governing body whose goal is to oversee the ongoing evolution of the Payment Card Industry Data Security Standard.  The Council currently consists of the five major payment brands: Visa, MasterCard, American Express, Discover, and JCB, and other registered participants (e.g., banks, processors, and merchants).

Payment Cards:  Any payment card/device that is used by a card/device holder and accepted by a merchant for payment of a purchase or other financial obligation.  It typically bears the logo of one of the major card brands (e.g., Visa, Inc., MasterCard, American Express, Discover, and JCB International).

Payment Gateway:  The application interface between the merchant or customer and the payment processor which authorizes credit card payments for internet based transactions.  The gateway is responsible for receiving the payment data from the front-end system, encrypting the card information for security purposes, sending it to the bank for processing, receiving the bank’s authorization, and then communicating the authorization back to the front end system. 

Personally Identifiable Information (PII): Please see Confidential University Data.

PIN:  Acronym for “personal identification number.” This is a secret numeric password known only to the user and a system which is used to authenticate the user to the system. The user is only granted access if the PIN the user provided matches the PIN in the system. Typical PINs are used for automated teller machines for cash advance transactions. Another type of PIN is one used in EMV chip cards where the PIN replaces the cardholder’s signature.

POS - Acronym for “point of sale.” Hardware and/or software used to process payment card transactions at merchant locations.

Sensitive Authentication Data (SAD) – Security related information (including but not limited to card validation codes/values, full track data (from the magnetic stripe or equivalent on a chip) PINs, and PIN blocks) used to authenticate cardholders and/or authorize payment card transactions.

Security code:  Also known as Card Validation Code or Value. This value appears as a three-digit value printed in the signature panel area on the back of the card for Visa, MasterCard, and Discover; or, a four-digit number printed above the PAN on the face of an American Express card.  The code is uniquely associated with each individual price of plastic and ties the PAN to the plastic. 

Self-Assessment Questionnaire (SAQ):  A reporting tool used by merchants and service providers to self-report their adherence to the Payment Card Industry Data Security Standards (PCI DSS).

Service Code:  Three digit or four digit value in the magnetic stripe that follows the expiration date of the payment card on the track data. It is used for various things such as defining service attributes, differentiating between international and national interchange, or identifying usage restrictions.

Service Provider:  A business entity that is not a payment brand, directly involved in the processing, storage, or transmission of cardholder data on behalf of another entity.  This also includes companies that provide services that control or have the ability to impact the security of the cardholder data (e.g., companies that provide managed firewalls or hosting services).

Third Party:  An entity outside of the principal organization.  For eCommerce, it is a company/software/equipment that provides payment processing functions outside of UNC Charlotte infrastructure. 

Truncation:  A method of rendering the full PAN unreadable by permanently removing a segment of the PAN data.  Truncation relates to protection of PAN when stored on receipts or in files, databases, etc.  Only the last 4 digits of the PAN should appear on a payment card transaction receipt.

Virtual Terminal:  A web-browser-based access to an acquirer, processor, or third party service provider website to authorize payment card transactions, where the merchant manually enters payment card data on behalf of the customer, or provides the customer with computer/device access to the internet to enter their own card transaction data for processing.  Unlike POS terminals, virtual payment terminals do not read data directly from a payment card.  In addition, the web interface must be properly configured to secure the CHD; it must route the transaction through the designated approved PCI network and not onto the main network for the University.

Last updated: January 7, 2022

Initial eCommerce training is required under PCI DSS and the University's Payment (Credit/Debit) Card Processing Procedures section IV. B. for all employees who will be handling electronic payments (e.g., credit and debit cards, ACH, wire transfers) as part of their job duties. 

Upcoming initial eCommerce training schedule
dates, times, and location are subject to change

These training sessions are normally held online on the first Wednesday of every month through Google Meet or Zoom from 2:00 p.m. - 3:30 p.m.
  • Wed., August 3, 2022

Please add these dates to your Google Calendar as necessary for you and your staff. If any departments have employees who need this training and have conflicts with the normally scheduled training sessions or need to sign up for a session or ask questions, please contact the eCommerce Office or email​ eCommerce@uncc.edu.

Annual eCommerce training session
Annual eCommerce training is required under PCI DSS and the University's Payment (Credit/Debit) Card Processing Procedures for all campus merchants. The most recent annual training was conducted online and is now complete. Information will be sent to campus merchants in advance of the annual training offered in the spring.
 

The University Security Awareness Training is also an important component of eCommerce training and is required for all University personnel that interface with card payments or card processing systems. The University Security Awareness Training is housed within the Learning and Development Portal for faculty/staff and Percipio for students. Guidance for accessing the training is located on the OneIT Information Security Education webpage and on the University FAQ site.

Contact email: eCommerce@uncc.edu
Last updated: June 9, 2022

Electronic Personnel Action Form

Overview:  This documentation focuses on entering EPAFs for Part Time Faculty, Special Payments, and Student workers.

Resources:

Last updated: October 5, 2018

Purpose: This guide provides instructions for Banner ePrint features used in viewing and printing Banner financial reports on the web. Banner access is required to view reports on Banner ePrint. Adobe Acrobat® Reader and a NinerNET ID and password are needed to use Banner ePrint.

Last updated: March 13, 2017

List of Expense Account Codes and Descriptions

Last updated: November 13, 2014

Purpose: Provides a detailed list of expense account codes.

Last updated: May 27, 2021
  Financial Management Guidelines

Purpose: Provides financial management guidelines for business officers and other faculty/staff involved with managing departmental finances.

Last updated: April 1, 2022

The financial statement audit reports for UNC Charlotte for the past five years are linked below.

Last updated: November 19, 2021

Guidebook ensures that assets are properly acquired, accounted for, maintained, and disposed.

Last updated: June 7, 2022

Purpose: Training presentation on the processes, procedures and everyday activities of the Reporting & Fixed Assets Office.

Last updated: April 18, 2022

Payment method:

 

If the purchase of floral arrangements is allowable as outlined in the policies referenced below, the preferred method for purchasing floral arrangements is to use a University-issued Purchasing Card (P-Card) (purchase must be under the card limit and must not conflict with any contractual agreement).

Other allowable methods include:

  • Use 49er Mart and purchase as a non-catalog item
  • Submit a reimbursement request

Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area. 

Rationale and other considerations:

Flowers or other similar items may be presented as an expression of sympathy, for example, in the event of the death or major illness of an employee, a member of the employee’s family or household, or as an expression of congratulations (for example, in the event of a wedding or birth of a child of an employee).  Because the P-Card allows for an improved approval and prepayment process, it is the preferred purchasing method for buying such items.

How to do it:

  1. Review Policy 602.11 (link below) to confirm the allowability of the purchase and obtain supervisor approval. 
  2. The floral gift may then be purchased using a P-Card. 
Last updated: June 3, 2019

All purchases must adhere to the policies and procedures referenced in the "Resources” section of this guidance.  

Payment method:

If paying a vendorSample credit card

The preferred method to pay for all allowable food and beverage purchases, with the exception of on-campus catered events or when claiming subsistence, is to use the University-issued Purchasing Card (P-card) with a hospitality profile. This includes on-campus Chartwells Dining Services locations or any off-campus vendors that accept a P-card. Note: Special permission is needed from the Purchasing Card Administrator to exceed P-card purchase limits. 

49er Mart LogoOther acceptable forms of payment include:

  • 49er Mart, if the vendor accepts a purchase order. Note: The only method to pay for catering events on campus is through 49er Mart.  
  • Electronic Check Request (eCR), if the vendor does not accept a P-card or purchase order.  

If reimbursing an individual for out of pocket expenses, whether a current UNC Charlotte employee or non-employee, the method of payment depends on their travel status:

  • Submit an Employee & Student Direct Pay Request (ESDPR), if not in travel status.
  • Submit a Travel Reimbursement & Expense Report (TRER) from the Travel Forms Package, if in travel status.  
    • Original receipts are not required when claiming the subsistence rate; however, supporting documentation (e.g., event agenda) must still be included to substantiate the meal was not provided at the event.  
    • Subsistence meals incurred while traveling on University business may not be paid using a P-card.   
    • A Travel Authorization Form (TA) must be received by Disbursements at least two weeks before the trip if prior approval is required.  

The following table summarizes preferred food and beverage payment methods:

Food & Beverage how to pay summary table

1. It is not permitted to use University funds to purchase commercially prepared food off-campus and bring it onto campus for consumption.
2. The University defines “Business Meal” as a meal that includes more than one person and has a bona fide business purpose deemed essential to the University’s mission. Note: A business meal must include at least one person not affiliated/employed with UNC Charlotte.
3. When using University funds, business meals consumed on campus should be purchased from contractually provided food vendors (e.g., 49er Bistro, Starbucks, Chick-fil-A, Einstein Bros. Bagels). 
4. Current subsistence rates can be found in the Travel Forms Package or Travel Manual referenced below.

Before initiating payment, be sure to have the following supporting documentation available:

  • Contract, purchase order, invoice, receipt, or agenda
  • Agenda or invitation to the event that shows the business purpose, date, and location
  • Attendee list
  • Entertainment Expenditure Form (not ​required if claiming travel subsistence rate)

Rationale and other considerations:

  • Some food and beverage expenditures require additional supporting documentation to substantiate the tax treatment and appropriate fund source of such payments.  

  • Payments or reimbursements must comply with the University’s accountable plan and fringe benefit exclusions; otherwise, they will be treated as taxable income to the recipient.

  • The cost must always be reasonable, prudent, and have a valid University business purpose.  

  • All purchases made with a University p-card are exempt from North Carolina State sales tax. If discretionary funds are used, departments may opt to pay for sales tax in lieu of requesting a refund.

  • All commercially prepared food (with the exceptions noted within University Policy 709, Food Service) must be prepared by the food service company under contract to the University (Chartwells).  

  • Subsistence meals while in travel status are eligible for reimbursement based on three conditions: 1) departure and return times; 2) overnight travel status, and 3) location at the time of the meal expense (refer to the University Travel Manual for additional details).

Additional Guidance on Allowable Fund Sources Note: This table is provided for reference purposes only; departments are expected to read and adhere to the detailed guidance set forth by Business Affairs in University Policy 601.8, Appropriate Use of Funds.

Allowable fund sources by expense type table

(Click on the image above to enlarge)

Additional Guidance on Permitted Alcoholic Beverages and Restrictions Note: This table is provided for reference purposes only; departments are expected to read and adhere to the detailed guidance set forth by Student Affairs in University Policy 706, Alcoholic Beverages.

Additional guidance on permitted alcoholic beverages and restrictions

(Click on the image above to enlarge)

Resources:

POLICIES PROCEDURES FORMS / LINKS TRAINING MATERIALS

OSBM Budget Manual (Refer to Section 5 for Travel Policies)

State of NC Purchase and Contract Division, Administrative Code

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy (UP) 601.8, Appropriate Use of University Funds

University Policy (UP) 601.11, Purchasing Policy

University Policy (UP) 602.7, Travel Authorization and Reimbursement

University Policy (UP) 706, Alcoholic Beverages

University Policy (UP) 709, Food Service

Purchasing Card Manual

Canvas 49er Mart Chartwells Services and Catering Training Module 

49er Mart Requester - Step-by-Step Guide

49er Mart Approver - Step-by-Step Guide

Materials Management Purchasing Manual     

Travel Manual 

Entertainment Expenditure Form

Electronic Check Request (eCR) Instructions

Employee/Student Direct Pay Request (ESDPR) Form

Travel Forms Package

49er Mart Login

Banner Login

49er Mart Training in Canvas

49er Mart FAQs

Expense Account Codes

General Guide for Travelers

Contact for additional questions:

WEBSITE / CONTACT LISTING EMAIL INBOX

Budget Office

Disbursements-Travel

Grants & Contract Administration

Purchasing Card Program

Conferences, Reservations, & Event Services (CRES)

Tax Office

Treasury Services

budget-genfund@uncc.edu

travel@uncc.edu

vcrickar@uncc.edu

purchasingcard@uncc.edu

eventserv@uncc.edu

taxoffice@uncc.edu

treasuryservices@uncc.edu

 

Last updated: April 23, 2021

Payment method:

 
When traveling on University business in a rental car or Department-owned vehicle, the preferred method for purchasing fuel for a vehicle is to use a University-issued Purchasing Card (P-card). 
 
Note: If the University Owned vehicle has a gas card, that card should be used first. If there is no University gas card, then the P-card should be used.

Other allowable methods include:
  • Submit a Travel Reimbursement and Expense Report (TRER) when in travel status; or
  • Submit an Employee & Student Direct Pay Request form (ESDPR) when not in travel status

Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area (link in table below). 

Rationale and other considerations:

The purchase of fuel is allowable on a P-card when the employee is traveling in a rental car or Department-owned vehicle. If the employee is combining business and personal activities in the same trip, only the fuel expense related to the business portion of the trip is allowable. Note: The employee should not request mileage reimbursement when using a rental car for transportation.

How to do it:

  1. Complete a Travel Authorization (TA) form (applicable for rental car) and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration). 
  2. Upon approval of the TA, the traveler or their designee may then use a P-card to make a purchase. When using the P-card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Policies Procedures Forms/Links Training and Reference Materials

University Policy 602.7, Travel Authorization and Reimbursement

OSBM Budget Manual (Refer to Section 5 for Travel Policies)

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds

Purchasing Card Manual

Travel Manual   

 

Travel Forms Package

Employee/Student Direct Pay Request (ESDPR)

eCR Instructions

Know Before You Go: General Guide for Travelers

Cardholder/Reconciler/Approver Training

Expense Account Codes

 

 

Contact for additional questions:

Email the Disbursements Travel Office at travel@uncc.edu or refer to the Disbursements-Travel webpage.
Contact email: travel@uncc.edu
Last updated: August 14, 2019

Please click play for an overview of UNC Charlotte's travel processes for faculty and staff.

Last updated: January 14, 2019

General requirements:

All purchases of gift cards/gift certificates (of non-negotiable amounts) must have a valid, documented business purpose as outlined in the policies referenced below, and must comply with all University purchasing and expense procedures.   

Gift card payment methods:

Purchasing card (p-card): The preferred method for purchasing gift cards is to use a University-issued Purchasing Card (p-card). The purchase must be within the p-card limits and not conflict with any contractual agreement.

purchasing card image

  • Gift cards are considered cash equivalents by the IRS. Separately submit UP 602.11 Appendix B, Reportable Gifts, Awards, & Prizes Documentation Form, to the Tax Office within two (2) weeks if:             
    • The recipient is an employee (regardless of amount), or
    • The recipient is a non-employee and the amount is $600 or greater.
  • Note that some vendors/retailers will not accept credit cards to purchase gift cards.
  • Amazon eGift cards: To purchase an eGift card from Amazon, send an email to your department’s Purchasing Agent for approval. Once approved, the Purchasing Agent will send a request to the 49erMart Administrator to add the applicable permissions to your user profile. Once you are notified that this has been completed, you can purchase the eGift card on Amazon.com.
  • Barnes & Nobles gift cards and tangible personal property gifts may be purchased directly from the University Bookstore with a p-card or invoiced to the department through 49erMart.

ESDPR: If the recipient is an employee or student, you may submit an  Employee/Student Direct Pay Request (ESDPR). Download an ESDPR form and complete the form according to the instructions (link provided below). 

  • Attach UP 602.11 Appendix B, Reportable Gifts, Awards, & Prizes Documentation Form, to the ESDPR if:
    • The recipient is an employee (regardless of amount), or
    • The recipient is a student and the amount is $600 or greater.
  • Reimbursement for purchases for others: If an individual purchases gift cards to distribute to others and requests reimbursement and the gifts meet the reportable limits, UP 602.11 Appendix B - Reportable Gifts, Awards, & Prizes Form must be submitted. If the gifts do not meet the reportable limits, a list of recipients must be sent with the ESDPR to be reimbursable to the individual tax-free, in accordance with the University’s accountable plan.

Any non-reportable gifts (see UP 602.11 Appendix A) should be tracked on UP 602.11 Appendix C, Gifts, Awards, & Prizes Log Sheet, or a similar tracking sheet unless it is unreasonable or impractical to do so.

Gift certificate payment methods:

Gift certificates should be purchased using the same payment methods above. Non-transferable gift certificates for tangible personal property are the only types of gift certificates that qualify as non-cash awards, if the gift certificate meets all of the following criteria:

  • It is non-transferable,
  • It is able to be used to purchase tangible personal property only, from a limited array of such items pre-selected or pre-approved by the University, and
  • It is non-negotiable and non-refundable (does not allow cash back).

Gift certificates given to employees that meet the criteria listed above and are below the thresholds listed in UP 602.11 Appendix A are not reportable to the Tax Office.

Applicable University Policies:

  • Review University Policy 602.11, Gifts, Awards, and Prizes, before making any gift card or gift certificate purchases.
    • Refer to UP 602.11 Appendix A to determine if a gift (cumulative per person) is reportable to the Tax Office.
  • Refer to University Policy 601.8, Appropriate Use of University Funds, and related standards to determine permissible fund types for these purchases.

Tax reporting requirements and Account Codes for Gift Cards and Gift Certificates by recipient type:

  • Employees:
    • Gift cards of any amount given to employees must be reported to the Tax Office for reporting on the employee’s Form W-2. In addition, the payment is subject to federal and state income taxes.
    • Gift certificates for tangible personal property that meet the criteria listed above are subject to the non-cash awards and gifts limits listed in UP 602.11 Appendix A.
    • Gifts to employees should be expensed to account code 950150.
  • Non-employees: If combined payments to a non-employee total $600 or greater in a calendar year, the Tax Office must be notified for Form 1099-MISC reporting. Gifts to non-employees should be expensed to account code 951440.
  • Foreign nationals: Prior to making a payment of any amount to a foreign national/non-U.S. resident, contact the Tax Office, as tax reporting and withholding are required.

Advanced purchases:

Units may purchase advance quantities of gift certificates and cards as long as the following controls are established with respect to the quantity of gift certificates and cards purchased:

  • There are appropriate controls to ensure that all pre-purchased gift certificates and cards are kept in a secure place.
  • Records documenting the use of the gift certificates and cards that include the recipient's information and the gift certificate or card number or other similar identification number are maintained.
  • Units purchase only the number of gift certificates and cards expected to be awarded during a fiscal year.
  • Gift certificates and cards with a value greater than the tax reportable limits specified in Policy 602.11 may not be purchased without advanced written approval from the Tax Office. Advanced approval must be requested via email or hard copy memo submitted to the Tax Office.
Policies Standards Forms / Links

University Policy 601.8, Appropriate Use of University Funds

University Policy 602.11, Gifts, Awards, and Prizes

Appropriate Use of University Funds Standards

Employee/Student Direct Pay Request (ESDPR) Form

UP 602.11 Appendix A – Thresholds for Reportable Gifts, Awards, & Prizes

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

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

Contact for additional questions:

Please refer to the contacts listed on the Tax Office website

Last revised: 5/11/2018, 7/10/2018, 9/14/18, 7/30/19, 7/01/21

 
Last updated: July 1, 2021

Payment method:

Complete an Electronic Check Request (eCR) Form within 49er Mart to request payment for goods or services that have already been provided and were not obtained through the issuance of a purchase order.

Note: eCRs cannot be created for employees or students. Please submit reimbursement for employees and students on an Employee & Student Direct Payment Request (ESDPR) Form.

Rationale and other considerations:

The eCR Form should be used to request payment for goods or services in situations where the department does not know the final cost of the service until it is completed, or if the department must obtain items in a true emergency situation before a purchase order is issued. 

Please note that the use of an eCR Form should not replace the University’s standard purchasing process of submitting a requisition/approved purchase order through 49er Mart prior to procuring goods and services.  

If such transactions are expected to be recurring in nature with a particular vendor, the department should consider establishing a Multi-Invoice Service Order to more efficiently process such payments. Contact your Purchasing Agent for additional information.

How to do it:

Follow the detailed eCR instructions in Canvas.

Policies Procedures Forms / Links Training and Reference Materials

University Policy 601.11, Purchasing Policy
 

State of NC Purchase and Contract Division, Administrative Code

University Policy 601.8, Appropriate Use of University Funds
49er Mart Requester - Step-by-Step Guide

49er Mart Approver - Step-by-Step Guide

Materials Management Purchasing Manual
eCR Instructions

Employee & Student Direct Pay Request

49er Mart Login

Banner Login
49er Mart Training in Canvas

49er Mart FAQs

Contact for additional questions:

Send an email to the Purchasing mailbox at purchasing@uncc.edu or refer to the list of Purchasing contacts.

Last updated 9/14/18, 4/30/19, 7/18/19

 

Describes how to navigate in Banner to obtain asset numbers and other asset information.

Contact email: finsystems@uncc.edu
Last updated: April 12, 2017

Payment method:

 
The preferred method for prepaying for hotel/lodging expenses associated with University-related travel is to use a University-issued Purchasing Card (P-card).  

Other allowable methods include:
  • Direct bill to a local hotel (non-UNC Charlotte employees only) when payment cannot be made by P-card
  • Submit a Request for Travel Reimbursement
Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area. 

 

Rationale and other considerations:

Hotel expenses (room, tax, and business-related internet service) are allowable on a P-card. If the employee is combining business and personal activities in the same trip, only the expense related to the business portion of the trip is allowable. Please refer to the Travel Manual for additional information (link provided below). 
 
Charlotte-area hotel/lodging may only be purchased for non-UNC Charlotte employees. The University has direct billing arrangements established with several local hotels; please refer to the listing of hotels provided below. 


How to do it:

  1. Complete a Travel Authorization form and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration or Treasury Services). 
  2. Upon approval of the Travel Authorization form, the traveler or their designee may then pay for the lodging using a P-card. When using the P-card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Policies Procedures Forms / Links Training and Reference Materials

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds
Purchasing Card Manual
 
Travel Manual                                     

Travel Forms Package

 

Listing of Direct-Bill Hotels in the Charlotte area

General Guide for Travelers

Expense Account Codes

Contact for additional questions:

Send an email to the Travel mailbox at travel@uncc.edu, or refer to the list of contacts on the Travel/Complex Payments website.

Last updated 12/22/2016; 7/10/2017

Contact email: travel@uncc.edu
Last updated: July 10, 2017

For instructions on how to establish or change direct deposit information online, see this FAQ

 

Last updated: April 19, 2017

To request a payment to an individual, it is important to address two questions:

  1. What is the purpose of the payment?
  2. Is the individual currently employed by the University?

Click on the summarized flowchart below for additional guidance in selecting the appropriate payment method (guidance on paying students is also available):

Click the image below to enlarge:

Services performed payment flowchart

Rationale and other considerations:

It’s important to keep in mind that the name given to the payment by the payer is not controlling. Misclassification of payments can lead to incorrect tax withholding and reporting.

Last updated: May 26, 2022

UNC Charlotte pays students for a variety of purposes. Most payments to students (besides government aid that is processed through Financial Aid) should either be classified as educational awards (namely scholarships/ fellowships) or compensation. On occasion, students will receive business expense payments (namely reimbursements or non-educational awards/prizes). Click on the summarized flowchart below for additional guidance in selecting the appropriate payment method:

Click the image below to enlarge:

Student Payment Flowchart

Rationale and other considerations:

It’s important to keep in mind that the name given to the payment by the payer is not controlling. For example, a payment described as a “scholarship” that requires services to be performed is, in actuality, compensation and is subject to applicable payroll taxes. Misclassification of payments can lead to incorrect tax withholding and reporting.

Last updated: 10/28/16, 6/17/19, 8/13/19, 8/25/20, 10/13/21

Last updated: October 13, 2021

The Financial Transaction Request (FTR) Wire Transfer eForm can be used to generate Wire Transfer transactions when an ACH payment or check is not acceptable. It may also be used to send payment in foreign currencies. Please make sure the fund and account number(s) you are using is/are an accurate representation of the transaction. Financial Services reserves the right to correct any inaccurate account numbers.

Finance Transaction Request Info:
The Transaction Type you select is: Wire Transfer

*NOTE: The physical appearance of the FTR form will automatically change based on the Transaction Type selected. Therefore, it is important to complete this section first.

Wire Type - Choose either International for wires being sent outside of the US or Domestic for wires sent within the US.

Confirm the Dept. Approver 800#. This field is auto-populated with the 800# of the Preparer's direct supervisor; it may be changed if a more appropriate 'Approver' exists. If you don't know the 800# you can begin entering the name in the field and a list will appear to choose from.

Add Add'l Approver (Optional). If desired, click and fill-in an additional 800# to receive the transaction for approval. If you don't know the 800# you can begin entering the name in the field and a list will appear to choose from.

Transaction Type Info:
Index/Fund & Account - Each line must be coded with a six-digit INDEX/FUND code and a six digit ACCOUNT code. To determine the Banner Fund Code use Banner form FTVFUND. To determine the Banner Account Codes use Banner form FTVACCT and consult the Expense Account Code List maintained by Reporting & Fixed Assets.
*NOTE: AN INVALID INDEX/FUND WILL INVALIDATE THE ENTIRE SUBMISSION.

Description - Each line must contain a description. The description can be up to 35 characters long. 

Payment and Beneficiary Details:

Type of Currency - For International wires, choose the type of currency for the wire being sent, i.e. Euro, USD, etc.

Beneficiary Name - This is the name of the person or business receiving the wire. This must match the name on the bank account you are using.

Beneficiary Address - Please provide the address of the business or person receiving the wire.

Routing Number (for Domestic Wires) - This is the bank identifier and should be 9 numbers long.

Account Number/IBAN - For International wires, the IBAN normally begins with two letters followed by a string of numbers. Some International accounts do not use IBAN but may use just an account number.

SWIFT Number (for International Wires) - This is the bank identifier and may be just letters or a combination of letters and numbers.

Bank Name - Name of the bank receiving the wire.

Bank Address - Address of the bank receiving the wire.

Payment Explanation for Beneficiary - This should be an explanation the wire recipient will be able to use to identify the purpose of the payment. You can use an invoice number or a description such as "Registration for Math Conference for John Doe." Some banks require a stated purpose for the wire and that may be included in this explanation.                 

How to find the transaction in Banner:

The transaction will appear as a book disbursement, created by General Accounting, in Banner. This is a
JCD rule code and the document number will begin with the letter “D.” The wire information and
backup will be attached to the book disbursement in Perceptive Content.

If this payment is related to a Travel Authorization (TA), list the book disbursement document number on your TA.

Last updated: May 4, 2018

When a department needs to return an item procured through 49er Mart on a purchase order, several key steps should occur to ensure the return is properly processed.  Please refer to the flowchart below for guidance on the returned goods process.

Click on the image below to enlarge:

Returned Goods Flowchart

For additional information, refer to the 49er Mart Canvas training, or contact your department's Purchasing Agent.

Last updated: September 14, 2018

Definition:

Human subject payments are defined as payments of cash (including cash equivalents/gift cards) or tangible personal property as incentives to individuals (subjects) for their participation and time commitment in a clinical trial, survey, or research study. Please refer to the Office of Research Compliance (ORC) Human Subjects webpage for detaileds requirements for research studies that involve human subjects at UNC Charlotte.

Payment methods:

49er Mart or purchasing cards (p-cards): Can be used to purchase any items of tangible personal property, such as pens, books, candy. P-cards can be used to purchase gift cards. (refer to the Gift Cards/Gift Certificates, How to Pay guide; link in the table below). Note that gift cards are considered cash equivalents. Electronic check requests (eCRs) can also be used to issue payment directly to a recipient who is not a student or employee. The recipient must be set up as a vendor before initiating the eCR.

Petty cash: May be used for payments up to $100 per individual, per study.

  • To open a petty cash fund for a specific research study, complete a Petty Cash Fund Request Form, which must be approved by the Office of Research Compliance (ORC) before being routed to the General Accounting office for approval. ORC will confirm that cash was listed as the compensation method on the study’s approved IRB proposal.
    • Petty cash for research studies must be initially funded through a non-grant fund (as grant funds cannot be used for advances, including to advance petty cash). Once the research study is complete and petty cash is no longer needed, the department must complete a Petty Cash Fund Request Form to close the fund. Once the petty cash fund is closed, any petty cash used for the research study can be reimbursed via grant funds by submitting a reimbursement request via an FTR form. For questions about this process, please contact Grants & Contracts Administration.
  • Petty Cash Custodians must review the Petty Cash/Change Fund Procedures prior to receiving a petty cash fund. Note that reconciliation of funds is required to be sent to the General Accounting office on a monthly basis.
  • Petty cash funds can have a maximum balance of $5,000. Any requests for more than $5,000 must be approved by the Vice Chancellor for Research and Economic Development and the University Controller.
  • Requests for amounts greater than $250 should be sent at least five (5) business days in advance to allow time for the cash on hand to be requested.

Employee/Student Direct Pay Request (ESDPR): May be used when a check/direct deposit to an employee or student recipient is desired. Download an ESDPR form and complete according to the form instructions. Note that payments must be issued directly to the recipient; cash cannot be issued to administrative personnel for further distribution.

Regardless of the payment method chosen, tax reporting requirements must be met:

  • Each college/department is responsible for tracking the total amount of human subject payments that each payee has received during a calendar year unless it is unreasonable or impractical to do so.
  • Refer to the flowchart below for tax reporting required depending on the target study population, incentive amount, and recipient classification. Recipient classification information is also summarized below.

Click on the image below to enlarge:

Human Subject Payment Flowchart

Recipient classification and Tax Reporting Requirements:

  • Employees: All cash incentives, including gift cards, of any amount given to employees (including student employees) are reportable on the employee’s Form W-2 and subject to federal and state income taxes.
    • If UNC Charlotte employees are targeted in the research study, then any cash incentives (including gift cards) given to employees are taxable/tax reportable to the recipients as employees, regardless of amount.
    • If the target study population is NOT specifically UNC Charlotte employees, nor is it advertised directly to UNC Charlotte employees by themselves, then incentives paid can be considered as unrelated to the recipient's employment at UNC Charlotte. If the PIs/research administrators will not be checking recipient status (employee v. non-employee), to mitigate risk, these incentives should be limited to $100 or less. Payments are subject to the non-employee reporting requirements.
  • Non-employees: If combined payments to a non-employee total $600 or greater in a calendar year, the total amount given is reportable on Form 1099-MISC reporting.
  • Foreign nationals: Prior to making a payment of any amount to a foreign national/non-U.S. resident, contact the Tax Office, as tax reporting (on Form 1042-S) and withholding are required.
Policies Forms / Links Training and Reference Materials

UP 602.11, Gifts, Awards, and Prizes


UP 601.8, Appropriate Use of University Funds

Electronic Check Request (eCR)

Employee/Student Direct Pay Request (ESDPR) Form

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

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

Expense account codes 

Gift Cards/Gift Certificates, How to Pay

Appropriate Use of University Funds Standards

 

Contact for additional questions:

Please refer to the Tax Office and the Office of Research Compliance contacts.

Last updated: 5/02/2018, 7/30/19, 8/5/19, 7/01/21

Last updated: July 1, 2021

Payment method:

Choosing the appropriate method for paying an independent contractor (including the payment of an honorarium) depends on several factors. Please use the table below to select the appropriate payment method:

Individual - U.S. Citizen Individual - Foreign National / Non-U.S. Citizen Business
  • If the recipient is a UNC Charlotte employee, use a PD-7 / PD-17 / ePAF form
  • If the recipient is an employee of another NC state agency, use a CP-30 form
  • For all other recipients:
  1. Complete an Independent Contractor Checklist and submit it to the Tax Office
  2. Use an eCR (electronic check request) form 
  1. Ask the recipient to complete the Foreign National Information Form and the Vendor Information Form-Foreign Persons (Form W-8BEN) and submit it to the Tax Office
  2. Complete Independent Contractor Checklist and submit to Tax Office
  3. Use eCR (electronic check request) form

If the business is being paid under its employer identification number (EIN), it will not be classified as an independent contractor, use 49er Mart or refer to Pay for Consulting Services

Payments to non-NC based companies and individuals for performance-related events:

Non-wage compensation of more than $1,500 during a calendar year to a non-NC resident contractor for personal services performed in NC in connection with a performance, an entertainment or athletic event, a speech, or the creation of a film, radio or television program, is subject to NC income tax withholding at the rate of 4%. This also applies to all services performed by ITIN holders. Such payments should be requested using an electronic check request (eCR). A non-NC resident contractor is defined as an individual or business not domiciled in the state of North Carolina. 

Note about processing honorariums via eCRs:

  • If you are reimbursing travel expenses directly and solely related to an honorarium, you can either:
    • Submit the full amount to be paid via an eCR using the Payment Type of "Honorarium." This full amount, if $600 or more, will be subject to income tax reporting for the recipient on a Form 1099-MISC. The recipient can deduct qualified business expenses on their income tax return; they should consult their own tax advisor for guidance. -- OR --
    • Submit two eCRs:
      • 1. Submit the taxable honorarium amount via an eCR using the Payment Type of "Honorarium." This amount, if $600 or more, will be subject to income tax reporting for the recipient on a Form 1099-MISC.
      • 2. Submit the reimbursement for travel expenses via an eCR using the Payment Type of "Reimbursement." Attach a copy of the approved honorarium agreement, which will serve as authorization of the travel.

Please refer to the following policies, procedures, and other resources below:

Policies Procedures Forms / Links Training and Reference Materials

University Policy 601.8, Appropriate Use of University Funds

 

Procedures for Scholarship/Fellowship Payment to a Foreign National

Procedures for Other Payments to a Foreign National

Independent Contractor Checklist (ICC) Form

Foreign National Informational Form - Student Version

Foreign National Informational Form - Visitor Version

Supplier Instructions

Employee/Student Direct Pay Request (ESDPR) Form

EPA Payroll/Personnel Action Form (PD-7)

Temporary Staff Employment Authorization Form (PD-17)

Request for Additional Payment for Work Performed for Other State Agency (CP-30)

Procedures to Other Payments to a Foreign National

Foreign National / Non-Resident Alien Tax Compliance Presentation

Independent Contractor Checklist FAQs

NC 4% withholding FAQ

Contact for additional questions:

Please refer to the contacts listed on the Tax Office website.

Last updated: July 1, 2020

Please click play for a brief training module on Internal Controls at UNC Charlotte. Press the fullscreen link at the bottom-right of the video to enlarge.

Contact Wardell Kerson, Financial Reporting Accountant, for further information on internal controls. This presentation can also be downloaded in PowerPoint format.

Last updated: June 29, 2018
  Inventory Coordinators List

List of Inventory Coordinators

 

Last updated: July 23, 2021

Guidelines for departmental staff on how to record different types of journal entries.

Last updated: April 11, 2016

Purpose: Describes the common actions and items travelers need to take and know before going on University-sponsored business trips.

Contact email: travel@uncc.edu
Last updated: April 1, 2021

Payment method:

 

The preferred method for paying for memberships to professional associations is to use a University-issued Purchasing Card (P-Card).

Other allowable methods include:

  • Submit a Electronic Check Request (eCR) only if payee does not accept a credit card
  • Submit an Employee & Student Direct Pay Request (ESDPR)

Rationale and other considerations:

The costs associated with professional memberships related to an employee's job duties may be allowable.  The decision on allowability is based on the requirements in OSBM Budget Manual Section 4.7.4, "Membership Dues" (see link below).  Generally, OSBM requires that membership dues paid from state funds are 1) approved by the employee's supervisor and department head or designee; and 2) for the benefit of the University, not the individual.  Because the P-Card allows for an improved approval and payment process, it is the preferred purchasing method for such transactions.

How to do it:

  1. Review the resources below to confirm the allowability of the purchase and obtain supervisor/department head approval. 
  2. The membership fee may then be paid using a P-Card. 
  3. For memberships paid via General Funds, documentation must be uploaded into Works that shows department head approval and attestation that the membership is for the benefit of the University, not the individual.

Contact for additional questions:

Send an email to the Purchasing Card mailbox at purchasingcard@uncc.edu; or refer to the Purchasing Card website.

Last updated: August 12, 2019

 

 


 
 

Payment method:

Authorized travelers can seek reimbursement for mileage, parking, and transportation costs using either the Travel Reimbursement & Expense Report (TRER) Form or the Mileage and Transportation Reimbursement (MTR) Form. The nature of the travel determines which form to use.

This applies to both employee and non-employee travel for valid university purposes.

When to use a Travel Reimbursement & Expense Report Form:  Use a TRER for claiming mileage and parking expenses if the traveler claims other travel-related expenses while traveling on pre-approved University business, AND:

  • The trip takes the traveler 35 miles or more from the University duty station; and
  • Involves an overnight stay.

When to use a Mileage and Transportation Reimbursement Form:  Use an MTR if the traveler is only claiming mileage and ground transportation expenses from an approved University business trip where there is no overnight stay and subsistence is not reimbursable.


 

Rationale and other considerations:

If you are using your personal vehicle on approved, official University business, you can be reimbursed for your mileage. Mileage will be reimbursed from the closer of home or duty station.

When driving to the airport mileage is allowed for the trip to and from Charlotte-Douglas International Airport, when you are planning to park your car for the duration of travel, or when a private party is dropping you off at the airport. Please note that mileage from the University is limited to 15 miles each way.

For mileage reimbursement, you should include printed directions that show total miles driven. You may use an online mapping service for this documentation (e.g., Google Maps, Mapquest). If your actual mileage exceeds direct round trip miles, please provide an explanation. Travelers are encouraged to request motor fleet vehicles or use rental cars for University travel, subject to availability. 

Note:  Please refer to the Safety & Security page for details regarding insurance coverage when using personally-owned or University-owned vehicles. 

How to do it:

  1. Review the policies and procedures listed below.
  2. Complete the appropriate form:
    • Travel Reimbursement & Expense Report Form (tab 2 in the link provided below), or
    • Mileage and Transportation Reimbursement Form (link provided below).
  3. Attach required documentation. Documentation depends on the type of reimbursement request and may include:
    • Parking receipts
    • Printed directions that show total miles driven
    • Travel Authorization
  4. Obtain required signatures from traveler and approver.
  5. Submit to Travel & Complex Payments.
Policies Procedures Forms/Links Training and Reference Materials

University Policy 602.7, Travel Authorization and Reimbursement

OSBM Budget Manual (Refer to Section 5 for Travel Policies)

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds

Travel Manual

Safety & Security Insurance Page

Travel Forms Package

Mileage and Transportation Reimbursement (MTR)

General Guide for Travelers

 

Contact for additional questions:

Send an email to the Travel mailbox at travel@uncc.edu, or refer to the list of contacts on the Travel & Complex Payments website
 
Last updated 10/05/2018, 7/19/19
Last updated: July 19, 2019

University Policy 602.10, Mobile Communication Device (MCD) Allowances, establishes when the University will provide payment for employee use of MCDs when required to support business activities of the University, along with related administrative requirements. It is drafted with the intention of complying with the Internal Revenue Service (IRS) and other applicable statutes, regulations, and guidance. This policy was initially approved in September 2009, redesignated from UP-317 to UP 602.10 in October 2017, and last updated in April 2022. 

Please see the following guidance:

Please contact your department’s administrative office or the following departments for questions about MCD allowances:

Last updated: April 26, 2022

Purpose: The municipal advisor letter serves as a certificate of representation between UNC Charlotte, its affiliated entities, and their retention of a municipal advisor. We are represented and will rely on our municipal advisor to provide advice concerning the issuance of municipal securities, investment of bond proceeds, escrow investments, and other financial services needs. Once a new municipal advisor is assigned, an updated letter will be made public on this page. 

Last updated: April 12, 2022

Training on Nonresident Alien Tax Compliance

Last updated: February 22, 2017

Describes how to use the UNC Charlotte electronic receipt books.

Last updated: May 28, 2014

Instructions on how to pay for non travel reimbursements.

Payment method:

Use an Employee/Student Direct Pay Request (ESDPR) if the recipient is a:
  • Current UNC Charlotte employee
  • Student
For payments to non-student/non-employee vendors, use the electronic check request (eCR).

Rationale and other considerations:

Payment of non-travel reimbursements of expenses incurred (and not for services performed) should be initiated by submitting an ESDPR. This facilitates appropriate review and approval by Financial Services and helps ensure amounts paid are properly tracked for tax reporting purposes.   
 
How to do it:
  1. Download the ESDPR and complete according to the form instructions.
  2. Submit the completed form to the Disbursements Office according the instructions listed on the form.  
Policies Forms / Links

University Policy 601.8, Appropriate Use of University Funds

 

eCR Instructions

Employee/Student Direct Pay Request (ESDPR)

Contact for additional questions:

Email the Disbursement-Travel inbox at travel@uncc.edu, or refer to the list of contacts on the Disbursements-Travel website.

Last updated 1/14/19, 8/23/19, 11/11/19, 5/28/21

Contact email: travel@uncc.edu
Last updated: May 28, 2021

Instructions on how to pay for other travel related expenses.

Payment method:

Use a Travel Reimbursement and Expense Report Form to request reimbursement of taxi, ridesharing services, train, bus, ferry, toll expenses, tips/gratuity, or other related expenses incurred while traveling on University business. This applies if the traveler is a:
  • Current UNC Charlotte employee,
  • Current employee of an NC state agency,
  • Student, or
  • Independent Contractor.

Other acceptable payment methods include using a University-issued Purchasing Card ("P-Card"). 

Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area. 


Rationale and other considerations:

Allowable ground transportation expenses include:
  • City/local subway, train, bus, taxi, ride-sharing services (i.e., Uber, Lyft), or ferry
  • Rental car, if prudent
  • Parking (lots and meters)
  • Highway/interstate tolls
You will be reimbursed only for transportation used to ensure that you arrive at your business destination - not for personal preference, going to off-site restaurants, or for tourist activities.  Original, itemized receipts are required for reimbursement of ground transportation expenses.  Receipts are not required for ground transportation expenses under $5, such as parking meter payments (provide an explanation in the comments section of the form). 
 
"Tips" do not pertain to meals or tips that are added to other claimed expenses (such as taxi or bus), but rather refers to gratuities for services rendered in which there are no associated costs (example: bell service, housekeeping service, or airport luggage service).  When tips are claimed in excess of the guidelines stated in the University Travel Manual, they should be justified in writing and attached to the travel reimbursement form.
 
Please refer to the University Travel Manual (see link below) for additional details. 


How to do it:

  1. Review the policies and procedures listed below.
  2. Complete the Travel Reimbursement and Expense Report Form (tab 2 in the link provided below), along with additional documentation, if required.
  3. Submit the completed form(s), along with the previously approved Travel Authorization Form, to Travel & Complex Payments according to the instructions listed on the form. 
Policies Procedures Forms / Links Training and Reference Materials

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds
Travel Manual                                    

Travel Forms Package                                                             

General Guide for Travelers

Expense Account Codes                                                                
 
 
Contact for additional questions:
 
Send an email to the Travel mailbox at travel@uncc.edu, or refer to the list of contacts on the Travel & Complex Payments website.

Last updated 9/14/18

Contact email: travel@uncc.edu
Last updated: September 14, 2018

UNC Charlotte Strategy: physical location of workforce

  • UNC Charlotte has a strong preference for a North Carolina workforce. Hiring preference should be given to employees living and working in-state when all other factors are equal.
    • As a North Carolina entity, UNC Charlotte has a responsibility to provide NC public sector jobs when possible.
    • This applies to students, including graduate assistants, and temporary employees.
  • At this time, a workforce abroad should be avoided if possible considering the direct and indirect costs of compliance.
  • Restrictions:
    • Term: Out-of-state arrangements must be temporary in nature. Terms are limited to one year. Renewals must be approved annually.
    • Multiple jurisdictions: UNC Charlotte cannot accommodate withholding prorated income taxes for more than one state in a single pay period.
    • IT Security: Employees must use University-managed devices when working remotely.

Definition of Out-of-State Employee

An employee who will be located outside the state of North Carolina when performing work for UNC Charlotte. Examples:

  • A part-time faculty member teaching online classes 100% remotely outside of North Carolina.
  • A full-time faculty member on paid leave residing out of state and working on grant activity for UNC Charlotte.
  • Additional examples are included in the FAQs below.

Procedures

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.

The form is not needed if:

  • the duration of the work to be completed outside of NC is for one (1) month or less; or
  • the employee will not be doing work for UNC Charlotte while outside of NC (e.g., employee is on leave, or employee is part of a faculty exchange program); or
  • the employee is attending a work conference in another state

Note that the Out-of-State Work Approval Form must be completed in addition to standard telework request forms:

potential costs

  • Pass-through costs (e.g., state-specific benefits) may apply to individual employees or their hiring departments. 
  • Costs are incurred every time the University must set up to withhold income taxes and set up unemployment insurance in other states. To check if the University is already set up in a specific state, contact the Tax Office.
  • Out-of-country employment requires contracted service with a professional employer organization (PEO). Estimated additional cost is 40-60% of the employee’s salary. 

Background

Almost all states require employers to withhold tax from wages earned in that state. To maintain a lawful out-of-state or international employee, UNC Charlotte must comply with requirements that vary by jurisdiction and include:

  • Employer registration
  • Employment and wage laws, including minimum wage and required pay frequency
  • Income tax withholding
  • Other taxes/withholding (e.g., disability, paid family leave, local jurisdiction requirements, required benefits)
  • Monthly/quarterly/year end reporting
  • New hire reporting
  • Unemployment insurance (UI)
  • Workers' compensation

Resources

FAQs

Does this apply to faculty who are out of state while on paid leave? (e.g., FMLA or official Reassignment of Duties)?
Yes, but only if they are doing work for the University or receive special compensation while in a different state.

How does this apply to faculty/staff who are working remotely and who may live in South Carolina?
Employees should complete the Out of State Work Approval Form. If approved, they should switch their withholding to South Carolina by completing and signing the South Carolina Form SC W-4, South Carolina Employee’s Withholding Allowance Certificate, and returning it to the Payroll Department on campus (Reese Building 3rd Floor; do not email forms with Social Security numbers).  If at any point employees need to change their withholding back to North Carolina, they should submit an updated NC-4 in My UNC Charlotte and notify the Payroll Department to stop withholding in South Carolina via an email to payrolldept@uncc.edu.

If a faculty member teaches out of state/out of the country for 5 weeks, is that ok?
They should complete the Out-of-State Work Approval Form. Approvers will determine if the arrangement introduces additional compliance requirements in the jurisdiction in question.

What is the risk to the University?
The individual has the tax liability to pay; however, they may make a case to their department that they were not informed of the tax concern and need to report and expect the department to pay the taxes owed (which has occurred). The risk to the University is financial in terms of back taxes owed, interest, and penalties that may be applied to the campus from the taxing entity (out of state local or state entity or international entity) due to non-compliance. This risk is tied to the dollar level and pattern of non-compliance, but regulations are becoming more closely monitored by all entities given better use of data matching and the states’ needs for tax revenue in the current environment.

Contacts

For tax withholding questions, contact the Tax Office.
For faculty teleworking questions, contact Academic Affairs Budget & Personnel.
For staff teleworking questions, contact Human Resources.

Created February 2019
Rev. 3/5/19, 6/11/19, 10/4/19, 11/06/20, 3/18/21, 4/09/21, 7/01/21

Last updated: July 1, 2021

I.  Executive Summary and Purpose

All University departments and entities shall process inbound payment (credit/debit) card transactions through approved mechanisms/systems, processors, and equipment.   The merchant services provider, which is contracted by the North Carolina Office of the State Controller (NC OSC) and by the University, must be utilized for the processing of payment card transactions.

These procedures are required in direct support of the UNC Charlotte Payment (Credit/Debit) Card Processing Standard. This document sets forth details and procedural requirements for the implementation of payment card processing at UNC Charlotte or the outsourcing of that processing to a third party.  More detailed information may be referenced in the UNC Charlotte Merchant Manual (currently in development).

The procedures' scope, revisions, exceptions, and compliance are noted in the Payment Card Processing Standard.

II.  Definitions

Definitions may be referenced within the eCommerce Glossary and/or the Payment Card Industry Security Standards Council (PCI SSC) website.

III.  General Requirements

Oversight

A.  All departments accepting credit/debit cards for payment must comply with the UNC Charlotte Payment (Credit/Debit) Card Processing Standard.

B.  The Vice Chancellor of Business Affairs (VCBA) directs all payment card processing activity and related compliance validation at The University of North Carolina at Charlotte (UNC Charlotte).  The oversight of card processing operations is delegated to the eCommerce Office (eCO) which resides within the Controller’s office.

C.  UNC Charlotte is a state agency and as such must operate under the authority of the State of North Carolina statutes, policies, and guidelines.  These policies dictate that all card processing be conducted through the Master Services Agreement (MSA) contracted by NC OSC.  To comply with that state policy:

1.  All accounts for card processing must be established through NC OSC via eCO.  Campus academic and administrative units, organizations, affiliates, and employees shall not establish accounts for the acceptance of payment cards outside of this established means, or utilize other mechanisms which bypass the established setup and approval of card processing activities.

2.  The outsourcing of payment card processing as well as the contracts associated with that activity must be approved by eCO and other University entities as required.

3.  All card processing activities are subject to the PCI SSC specifically the Standards overseen by the Council:  the Payment Card Industry Data Security Standards (PCI DDS), the Payment Application Data Security Standard (PA-DSS), and the Pin Transaction Security Requirement (PCI- PTS).

4.  All card processing must adhere to North Carolina General Statutes and applicable policies. NC OSC provides oversight for UNC Charlotte payment card processing.

D.  UNC Charlotte Information and Technology Services (ITS) oversees the governance of data security, use of IT systems, evaluation and recommendations of technologies, and provides direction and support for the security and networking of campus infrastructure utilized for card processing systems.

Security of Card Data

E.  University staff and entities are prohibited from storing the Primary Account Number (PAN) or Sensitive Authentication Data (SAD), physically or electronically (e.g., computer hard drives, CDs, Disks, and other external storage media), after authorization of the transaction.

F.  UNC Charlotte academic and business units are prohibited from establishing websites to receive and/or process CHD outside of the allowed eCommerce web infrastructure.

G.  All payment card transactions processed over digital/IP lines must be configured so that the transaction data is processed only on the segregated PCI network.  University card processing must not take place on the main University network.  Merchants are responsible for ensuring that the proper configuration of network devices is in place.  ITS and eCO will assist as needed.

H.  Third parties, including student organizations, may not process payment cards over the University's wired or wireless network without the approval of the Vice Chancellor for Business Affairs (VCBA) or his/her designee.  Transactions may be processed on cellular devices that do not interface with the University network.

I.  In some cases, University departments may support student organizations with specified special status (e.g., student government organizations).  If such a student organization website is hosted on a University server, it will not be allowed to link out for payment processing; it is prohibited.  Externally hosted (i.e., not hosted at/or by UNC Charlotte) student organization webpages that include payment processing, must have a visible disclaimer readily viewable on the site stating that the site is not the University or a part of it. 

J.  The PAN must be masked when displayed (the first six and last four digits are the maximum number of digits to be displayed). In most cases where truncation is needed, only the last four digits of the PAN should be displayed.  Only personnel with a legitimate business need should be able to see the full PAN.  

K.  Cardholder Data (CHD), the PAN, and/or SAD are not to be left unattended or disclosed to others.

L.  To the extent possible on electronic transactions, the sale transaction shall not take place on University computers or network resources.  Any instance where this occurs must be fully disclosed, in advance, to eCO and approved in advance by that office in conjunction with ITS.

M.  UNC Charlotte academic and business units are prohibited from accepting CHD via email, fax, or any electronic means including end-user messaging technology. 

1.  If an email is received by University staff that contains CHD, the CHD shall not be used to process the transaction and the email must be permanently deleted from the recipient’s mailbox. A new email must be created to reply to the sender with instructions on the proper procedures for submitting their card transaction for processing. (“Reply” must not be used because the card information is not to be resent over the network.)

2.  If acceptance of CHD via fax is needed for business operations, approval must be requested and obtained through eCO. A request including business justification must be submitted to eCO.  If fax usage is approved for card acceptance, then an analog fax setup must be used (vs. digital).  Approved analog fax machines must reside in a physically secure location with controlled/ restricted access limited to those individuals who have completed the Requirements for Card Processing.

N.  If acceptance of CHD via mail/hard copy is needed for business operations, approval must be requested and obtained through eCO. The academic/business unit will be responsible for documenting internal processes to handle the CHD per PCI DSS and eCO processes. The CHD must be secured with access to it limited to only those individuals who have completed the Requirements for Card Processing. The CHD must not be retained after authorization. The security code is not to be requested on any mailed in or hard copy forms.

O.  Merchants approved to receive physical documents which contain the PAN must ensure those documents are:

1.  Processed on approved devices as they are received.

2.  Stored in a physically secure location until the transactions are processed, should there be any delay in processing.

3.  Accessible only by staff that have completed the Requirements for Card Processing.

4.  Securely destroyed so that all CHD is rendered unreadable once the transaction is processed or documentation is no longer needed.  

P.  At the time of disposal, all hard-copy materials containing the PAN and/or SAD must be crosscut shredded, incinerated, or pulped so that the CHD is rendered incapable of being reproduced or retrieved.  All disposal methods must meet or exceed the PCI DSS requirement for destruction.

Q.  All card transactions must be keyed into approved devices.  Desktop or laptop computers, tablets, or other electronic devices are deemed “virtual terminals” if utilized by merchant staff or provided for customers for the entry of CHD.  Such setups, or virtual terminals, are not to be used for entry of CHD by staff or customers unless approved by eCommerce and set up by ITS.  Contact eCommerce for approval.  The completion and submission of the EC-Virtual Terminal Request form will be required.

R.  Only designated personnel, who have completed the individual Requirements for Card Processing, may have access to CHD, interface with customer card transactions, and/or obtain access to card reporting or administrative portals. Access to system components and CHD will be limited to only those individuals whose job requires such access.  Access requests are to be submitted to eCO using the eCommerce form EC-Access Request to Reporting Systems, or at the following URL:  https://imaging.uncc.edu/imagenowforms/fs?form=eCommerce_Systems_Access.

S.  Personnel granted access to card reporting and/or administrative portals are prohibited from copying, moving, and storing CHD onto local hard drives and removable electronic media unless explicitly authorized to do so by eCO for a defined business need.  If a business need is authorized, the data must be protected in accordance with all applicable PCI DSS Requirements.

T.   Designated personnel that are approved to interface with CHD, customers, or portals are subject to University Policy 101.23, Employment-Related Background Checks and Criminal Activity Reporting.

U.  Access to eCommerce reporting systems from off campus must be conducted on University owned equipment that is updated with current antivirus and required patches.  These reporting systems (e.g., TouchNet, ClientLine, Online Merchant Services, CEO Portal) are not to be accessed via personally owned computers and devices.

V.  Physical security and storage of infrastructure components that control or interface with card processing systems is managed by University ITS.

W. Information security incidents or concerns should be reported to University ITS.  The UNC Charlotte Standard for Managing Information Security Incidents as well as the Guideline for Reporting Information Security Incidents provides guidance regarding action to be taken if a security incident is suspected or confirmed.  See section IX of this document for additional detail.

Card Acceptance

X.  Any University unit wishing to accept payment cards for goods and/or services must complete the EC-Application to Process Payment Cards (EC-APP) (path:  S:\Campus Merchants\eCommerce Forms\ EC-APP - Application to Process Payment Cards) form and submit that to eCommerce@uncc.edu. 

Y.   Business manager approval is required for all card processing.

Z.  The acceptance of gifts, donations, or sponsorships must first be approved through University Advancement before public-facing sites are enabled for acceptance of those monies.

AA.  Upon approval to process card transactions, eCO will work with the campus unit to determine the appropriate merchant account to be utilized for the processing of card transactions.  The eCO will request a merchant account, if a separate merchant account is necessary, for the college or department through NC OSC.

BB.  The eCO will work with the campus entity regarding the means by which card transactions will be accepted:

1.  Online - Card Not Present (CNP)

2.  In person - Card Present (CP) 

The eCO will facilitate the establishment of all CNP and/or CP operations for approved setups as well as submit orders for Point of Sale (POS) terminal equipment to be utilized.

CC.  If specialized software and/or systems are required for processing, eCO (in conjunction with the University ITS) will work with the campus entity to approve that processing and ensure that processing standards and security measures are met.

DD. All departments or units issued a merchant account will be required to:

1.  Complete the EC-Merchant Agreement.

2.  Submit business processes for card processing at least annually to eCommerce, and when significant changes to the card processing environment occur.

3.  Submit card data flow diagrams to eCommerce.

4.  Complete required Self-Assessment Questionnaires (SAQs) and associated validation documentation requirements.

5.  Attest to compliance with PCI DSS.

6.  Ensure staff meet all requirements for card processing. 

EE.  Currently, UNC Charlotte accepts four major payment cards:  Visa, MasterCard, American Express, and Discover (please note:  Diners’ Club and JCB are accepted under the Discover agreement).  It is expected that all University merchants engaged in the acceptance of card transactions accept all card types supported by the University and no others.

FF.   Audits will be performed periodically by the UNC Charlotte Internal Audit Department to confirm card processing complies with PCI DSS and University standards and procedures.

Daily Responsibilities

GG. All merchants are subject to University Policy 602.4, Handling Cash, Checks, and Other Monetary Receipts. 

HH. On a daily basis, the department must balance transactions and settle their sales electronically to the merchant services provider.

II.    All merchants are subject to North Carolina law and policies.  Specifically, merchants must:

1.  Prepare appropriate deposit documentation and submit it to the University Cashiers via the Financial Transaction Request (FTR) form by 12:00 noon on the day that the settlement of funds for card transactions is reflected in the banking settlement reports.

2.  Provide appropriate backup documentation to substantiate the deposit.

3.  Provide deposit documentation on a timely basis for amounts debited or credited directly to the merchant account due to chargebacks, retrievals, refunds, reversals, or other activity which affects the merchant account funds. 

JJ.  Departments shall maintain adequate records of the sales transactions. Daily sales totals, logs, etc. substantiating revenue should be stored in accordance with state record retention policies and the current MSA.

KK. Reconciliation of all transactions must be performed on a regular basis.  Transactions and account charges deposited to the University Cashiers must be reconciled and verified before the deposit is submitted.  Supervisory review of accounts reflecting refunds, chargebacks, reversals and card fees should be conducted at a minimum on a monthly basis.

IV.  Requirements for All Payment Card Transactions

A.  Return, refund, and/or cancellation policies must be disclosed to the cardholder before the cardholder enters their card information for processing.  Signs disclosing the policy must be clearly visible at the Point of Sale (POS) for face to face transactions or web site/online portal utilized for the merchant for internet transactions.

B.  All customer receipts must truncate the PAN so that only the last four digits are printed on the merchant and the customer copy of the receipts.  The receipts must not display the card expiration date or SAD.

C.  All POS terminal and internet transactions must be batched and transmitted to the merchant card processor on a daily basis.  Transactions are not to be held and batched at a later time.

D.  The settlement of all funds must be reported to the University Cashiers no later than noon of the day that the funds appear in the settlement account. Current procedures for the deposit of those funds must be followed.  Currently, sales totals (net of refunds) must be submitted on a Payment Book Receipt (PBR)  deposit form along with a copy of the sales report from the card processor.  A copy of the gateway batch settlement report (totals reports, not detail) must be included for internet transactions.  The settlement tape from the POS terminal is no longer required to be included for POS terminal transactions; the merchant is to retain the settlement tape for audit purposes.    The Payment Book Receipt (PBR) form is available on the Financial Services website; it may be located under Transaction Type on the Financial Transaction Request (FTR)  form.

Transactions that occur on Friday, Saturday, and Sunday (or over holiday periods) must be deposited in the same manner (as above) on Monday (or the following business day) to the University Cashiers.  A separate deposit must be created for each day that transactions occurred.  The transactions are not to be combined for the weekend (or holiday period) and deposited on one form for multiple days.

F.  Sponsorship monies collected must be accounted for and viewable to University Advancement.  All monies received for sponsorships are to be deposited to account code 102654; the preferred departmental fund number may be used.  A report detailing the donor information is to be attached to the deposit.  Please see University Advancement Procedures: Corporate Sponsorship for more detailed information. (A copy may be accessed at: S:\Campus Merchants\Helpful Documentation\Corporate Sponsorships Process 2018.)

G.  It is important that all campus merchants reconcile their payment card transactions.  For POS transactions, the terminal settlement tape should be reconciled to the card processors’ settlement report POS transactions.  For internet transactions, the gateway reports should be reconciled to the banking reports, and third party reporting systems (if applicable).  Banner fund and account numbers must be reviewed periodically to ensure that they accurately reflect reported sales, refunds, and fees.  Departmental staff is responsible for reconciling the card transaction activity and accurately reporting those amounts to the University Cashiers through the deposit process.  The merchant, not the Cashiers, is responsible for pulling the settlement reports, and reconciling the amounts.  If the use of a generic merchant account is approved by eCO for a campus entity, eCO will provide the appropriate sales reports to the entity for the deposit; it is the merchant’s responsibility to make the deposit. 

H.  The Cashier’s Office will compare the sales amount submitted per the Payment Book Receipt (PBR) form to the merchant card processor records and banking funding reports.  They will inform the merchant of discrepancies.  All discrepancies should be resolved within 24 hours so that sales can be posted to the departmental account in the UNC Charlotte accounting system on a timely basis.

I.   Access to eCommerce reporting systems must be requested by the merchant for the purpose of providing appropriate personnel with required reports for reconciliation, research, and deposit. Accesses will be restricted to the least privilege needed to perform job responsibilities. Access requests must be submitted to eCommerce@uncc.edu on the EC-Access Request to Reporting Systems form.

J.   Merchants are responsible for investigating and responding to disputes, retrievals, and chargebacks, and should do so on a timely basis.

V.  Additional Requirements for Point-of-Sale (POS) Transactions

A.  All Card Present (CP) transactions must be captured on equipment approved by and/or obtained through eCO in conjunction with NC OSC. All card transactions will be processed on equipment compatible with the processing platform(s) of the University’s merchant services provider.  The University’s merchant services provider is determined by UNC Charlotte in accordance with the NC OSC MSA.

B.  Departments requiring customized equipment for POS transactions must contact eCO before such equipment is purchased, leased, rented, or utilized.  The eCO will work in conjunction with University ITS to review and approve special requests. Additional information and/or external consultation may be required.  The requestor will bear all external costs related to the exception approval process. 

C.  Current procedures for acceptance of CP (i.e., a face-to-face transaction) and CNP (i.e. a transaction accepted over phone or fax and entered manually into an approved POS device) transactions must be followed.  Those may be referenced in the UNC Charlotte Merchant Manual (currently in development), or at the websites of participating card companies (e.g., Visa, MasterCard, and American Express).

D.  POS terminals must be protected from tampering and tracked. Physical access to and oversight over terminals shall be limited to personnel who have completed the Requirements for Card Processing. If terminals are customer-facing, they should be monitored while in use and secured when not in use.  Terminals must be inspected for tampering on a regular basis and reports associated with inspections returned to eCommerce on a monthly basis. Any suspicious behavior or indications of device tampering or substitution must be reported to eCommerce.  If terminals fail and are replaced by the merchant through the merchant services provider, eCO must be notified. The identity of any third-party persons claiming to be repair or maintenance personnel must be verified, prior to granting them access to modify or troubleshoot devices.  The eCO must be notified if third-party persons are granted access to terminals.

VI.  Additional Requirements for Internet Transactions

A.  All internet based Card Not Present (CNP) transactions must be captured on approved web interfaces.  Any newly established processing setup for internet based transactions must utilize a designated University payment gateway and platform.  TouchNet Information Systems, Inc. is the primary designated gateway processor and online transaction platform. 

B.   All payment card processing for the University will be coordinated through eCommerce. No individual department or campus entity shall enter into a contract that includes card processing functions or outsources card processing functions to a third party without the approval of eCO in conjunction with ITS. 

C. Departments must contact eCO prior to purchase of specialized software or equipment so that customized processing applications are reviewed for compliance with standards, procedures, contract requirements, and feasibility.  The eCO in conjunction with University ITS, the Office of Legal Affairs, the Internal Audit Department, and the applicable computer support unit will work with the department to ensure that processing standards, safeguarding measures, and legal requirements are met. Additional information and/or external consultation may be required.  The requestor will bear all costs related to the external review, if required, for the approval process.

D.  Approved third party software/equipment must be implemented according to the third party guidelines.  Default vendor passwords and settings must be modified to unique passwords or settings before the system is installed on the University network or utilized for card processing.

E.  Customer CHD must be entered or captured on approved third party hosted websites or payment gateway interfaces and not on University computers or network resources.

F.   All data requested and collected through online shopping carts and web portals must comply with the University Guideline for Data Handling.

G.  If a merchant is processing card transactions online and has no approved means to accept card transactions at an event (in a face to face environment), they must either not accept payment at the event or accept cash or checks.  If cash or checks are to be accepted, the merchant is responsible for following all cash handling policies (University Policy 602.4, Handling Cash, Checks, and Other Monetary Receipts).   They will need to request a Receipt Book from the Cashiers to provide the required receipt to the customer for monies received at the event if the monies are to be deposited to a University account.  If monies are to be deposited to a non-University account, a receipt must still be provided to the customer and supplied by the merchant.  If the merchant would like to accept card transactions at the event, they must request through eCO the rental of an approved POS device (see: EC : POS Terminal Order Form) or the use of a laptop or desktop computer as a virtual terminal. The completion and submission of the EC-Request for Virtual Terminal for Card Processing form will be required for laptop use.

VII.  Outsourcing/Third party Contract Requirements

A.  Any unit that wishes to utilize third party software that includes card processing functions or the outsourcing of its credit card transaction processing must request approval to do so in writing to eCommerce@uncc.edu. The vendor selected by the campus entity must be approved through eCO and meet current requirements.  Contracts and associated documentation must address these elements:

1.  Compliance with all appropriate PCI SSC requirements (Payment Card Industry Data Security Standards (PCI DDS), the Payment Application Data Security Standard (PA-DSS), and the Pin Transaction Security Requirement (PCI- PTS)).

2.  Compliance with NC Daily Deposit Act (NC G.S. 147-77)

3.  Statements clarifying where CHD is captured; specifically, detailed information regarding integration with the designated gateway provider and linkage type must be disclosed. 

4.  If CHD is captured on the vendor’s network, they must:

a.  Provide proof of PCI validation and/or PA-DSS validation. It is preferred that any third party that captures CHD be a validated Level 1 Service Provider.

b.  Specify the elements of the PCI DSS for which they will be responsible and those for which the University must be responsible.

c.  Provide documentation that clearly details the flow of CHD and specifies any outside entities’ applications or servers utilized.

5.  Service level agreements

6.  Remote access and use of Multi Factor Authentication

7.  Personally Identifiable Information (PII)

8.  Data retention and destruction

9.  Liability

10.  Business continuity

B.  All contracts must be submitted to eCO for review and revision, as necessary, before they are executed.  ITS, The Office of Legal Affairs, and Materials Management will be integral in the review process.  ITS will oversee the final approval, signature, and execution of contracts that involve ITS resources.

C.  Any third party agreement that involves ITS resources must comply with IT Governance processes.  A review of those may be located at IT Governance.

D.  A final copy of the executed contract must be submitted to eCommerce.

VIII.  Review Process for Processing Request

A.  Requests for card processing must be submitted to eCommerce@uncc.edu using the EC-Application to Process Payment Cards (EC-APP) (path: S:\Campus Merchants\eCommerce Forms\ EC-APP - Application to Process Payment Cards) form.  The application includes requirements to:

1.  Document the business need for accepting credit card transactions in a new unit or location.

2.  Document anticipated transaction volume and mechanism for card acceptance.

3.  Agree to basic rules for card processing.

4.  Obtain approval of the business manager.

B.  The eCO will review submitted requests and confer with ITS as needed.  Requests will be reviewed for feasibility, functionality, compliance, and business operations

C. Third party contracts associated with the request must be submitted to eCO and will be reviewed by eCommerce, ITS, Legal, and Materials Management as needed.  All contracts meet federal, state, PCI DSS, and University contractual requirements.

IX.  Incident Response

A.  Report any suspected or known security incident to:

a.  Your supervisor and/or primary merchant contact for your area.

b.  ITS. See the following resources below:

i.  Guideline for Reporting Information Security Incidents: https://oneit.charlotte.edu/iso/guideline-reporting-information-security-incidents

ii.  FAQ:  How do I report an IT security incident? https://spaces.uncc.edu/pages/viewpage.action?pageId=11928016          

B.  Note:  If the potential information security incident involves a compromised computer system:

a.  Leave the computer system on and as-is, with all current computer programs running and current state of network access. 

b.  Do not shut down the computer, restart the computer, or remove the computer from the network until/unless directed to do by the ITS incident response team.

C.  If the incident involves criminal activity, report it immediately to the UNC Charlotte Police and Public Safety Office.

D.  Notify the Data Security Officer (DSO) or Information Security Liaison (ISL) for your college or department.  Designated DSOs and ISLs are listed at:  https://oneit.charlotte.edu/security/standards-guidelines/compliance.

E.  ITS and the eCommerce Office will coordinate review for any incident which involves CHD and escalate if the deemed incident is valid and meets the threshold for escalation.

F.   All merchant/departmental entities involved are expected to cooperate fully and in a timely manner with any investigation.

X.  Exceptions to Regulation

A.  Any request for an exception to the UNC Charlotte Payment (Credit/Debit) Card Processing Standard or UNC Charlotte Payment (Credit/Debit) Card Processing Procedures should be made in writing to the VCBA and CIO and include the following::

1.  Reason for the exception request.

2.  Steps that will be taken to ensure compliance with the standard.

3.  Date the need for the exception will be no longer needed.

B.  The eCO in conjunction with University ITS will work with the VCBA and the CIO to review the request for exception. Following a review of the request, the final approval or denial will be made by the VCBA.

Related Resources

Legal References

Other References

Please note:  eCommerce forms may be located on the campus S drive at:  S:\Campus Merchants\eCommerce Forms          

Revision History:
Initially approved October 5, 2006

Revised:  4/30/2015, 8/15/2016, 4/30/2018

 

Last updated: April 30, 2018
  Payroll Calendar

Instructions on how to access the University's Payroll Calendar.

Add and view the payroll Google calendar by clicking the payroll calendar link.

Detailed instructions are available on the University FAQ site

Contact email: PayrollDept@uncc.edu
Last updated: July 23, 2021

Procedures for Petty Cash and Change Fund at UNC Charlotte.

Last updated: February 7, 2022

Petty Cash/Change Fund Policy and Procedures

Last updated: February 7, 2022

Describes procedures for other payments to a foreign national.

Last updated: November 13, 2014

Describes how to process scholarship and fellowship payments made to foreign nationals.

Last updated: November 13, 2014

Purpose: Review open Purchase Order Encumbrances in Banner.

Last updated: November 13, 2014

Purpose: This file contains a table of purchasing agents by level 5 organizational code.

Contact email: purchasing@uncc.edu
Last updated: June 21, 2022

Purpose: Provides general Information and detailed procedures for card issuance and card processes, purchasing guidelines, and documentation requirements.

Last updated: June 23, 2022

Purpose: To provide the purchasing card accountholder, reconciler and approver roles user training workshop registration information and the related presentation.

Register for this one-hour virtual P-card user training session by logging into the University's Learning and Development Portal. Once logged into the Portal, select Learning > Learner Home. Enter "p-card" in the search box and tap the enter key. Select the p-card result to view all available sessions and register. For additional Portal details, please reference the Learning and Development FAQs.

Contact email: purchasingcard@uncc.edu
Last updated: June 23, 2022
  Purchasing Card Reference Guide (PCRG)

Purpose: This guide is meant to serve as a one-stop reference for purchasing card (p-card) users and combines multiple resources into one document. There is a separate tab for each of the following:

  • PCRG tab Overview of allowable and unallowable expenditures by category and spending profile, and receipt reminders 
  • Flag Assistance tab Assistance ​with resolving common p-card flags in Works P-card 
  • Quick Recon. Guide tab Reconciliation instructions

Last updated: June 23, 2022

The purchasing manual is an official guide for the departments, schools, divisions, offices, and other organizational entities of UNC Charlotte. These policies should be used for the procurement and handling of supplies, materials, equipment, and services as directed by the General Statutes of the State of North Carolina and as stated in University Policy 601.11, Purchasing Policy.

Please contact Purchasing if your specific question is not covered.

As purchasing policies or procedures change, this webpage will be updated. Please bookmark this site and refer to it often.

Scott Brechtel
Director of Materials Management
 

Contact email: purchasing@uncc.edu
Last updated: March 1, 2022

Overview

The Red Flags Rule (Rule) was issued in 2007 by the Federal Trade Commission (FTC) after the Fair and Accurate Credit Transactions Act (FACTA) added provisions to the Fair Credit Reporting Act (FCRA) designed to improve the accuracy of consumers' credit-related records and directed the FTC to issue guidelines for financial institutions and creditors regarding identity theft with respect to their account holders and customers. The Rule is actually three different but related rules, two of which apply to the University.

The Rule requires financial institutions and creditors that offer or maintain one or more covered accounts to implement a written Identity Theft Prevention Program (ITPP) designed to detect, prevent, and mitigate identity theft. Red Flags are suspicious patterns or practices or specific activities that indicate the possibility that identity theft may occur. The University's ITPP was approved by the University's Board of Trustees in 2009. All departments, colleges, and units who are involved with handling Personally Identifiable Information (PII) in connection with the opening of covered accounts and with respect to existing covered accounts must comply with the University's ITPP and develop reasonable processes and procedures to verify the identity of persons for whom services are being provided and to detect, prevent, and mitigate any instances of identity theft.

The Rule also requires a user of a consumer report to employ reasonable policies and procedures when the user receives a notice of address discrepancy. Therefore, to prevent identity theft regarding an employment or volunteer position for which a credit or background report is sought, University personnel shall take the following steps to assist in identifying address discrepancies:

  • Require written verification from any applicant that the address provided by the applicant is accurate at the time the request for the credit report is made to the consumer reporting agency; and
  • If notice of an address discrepancy is received, verify that the credit report pertains to the applicant for whom the requested report was made and report to the consumer reporting agency an address for the applicant that the University has reasonably confirmed is accurate.

Other links of interest


UNC Charlotte Procedures and Forms

Red Flags Rule Annual Survey, to be completed by Key Areas (as defined in Procedures).

Red Flag Detection Form, to be completed if Red Flags are detected in the course of University operations.

Note that, while Key Areas must comply with the University’s ITPP, from a Red Flags Rule risk management perspective, all employees who are involved with handling PII must comply with the following procedures related to information security and fraud prevention.

Protection of Personally Identifiable Information

To further prevent the likelihood of identity theft occurring during the conduct of University business, the University will take the following steps with respect to its internal operating procedures to protect PII: 

  • Ensure that its website is secure or provide clear notice that the website is not secure; 
  • Ensure complete and secure destruction of paper documents and computer files containing individual account information when a decision has been made to no longer maintain such information; 
  • Ensure that office computers with access to PII are password protected; 
  • Ensure that laptops are password protected and encrypted;
  • Avoid use of social security numbers when possible; 
  • Ensure the security of physical facilities that contain PII;
  • Ensure that transmission of PII is limited and encrypted when necessary;
  • Ensure computer virus protection is up to date; and
  • Require and keep only the kinds of individual information that are necessary for University purposes.

Hard Copy Distribution

Each employee and contractor performing work for the University will comply with the following security measures related to hard copy files with PII:

  • File cabinets, desk drawers, overhead cabinets, and any other storage space containing documents with PII will be locked when not in use, when unsupervised, and at the end of each workday.
  • Clear desks, workstations, work areas, printers and fax machines, and common shared work areas of all documents containing PII when not in use.
  • Whiteboards, dry-erase boards, writing tablets, and other writing surfaces in common shared work areas with PII will be erased, removed, or shredded when not in use.
  • When documents containing PII are discarded, they will be placed inside a locked shred bin or immediately shredded using a mechanical crosscut or Department of Defense-approved shredding device. Label locked shred bins as “Confidential paper shredding and recycling.”

The following can be used to educate your staff regarding the Red Flags Rule and University’s ITPP:

  • UNC Charlotte’s Red Flags Rule - ITPP Procedures include definitions and specific actionable items on how to prevent and mitigate identity theft, including a “Red Flag Identification and Detection Grid.”
  • A 3 ½-minute video overview of the Red Flags Rule can be viewed at any time by all faculty and staff via the University’s Security Awareness Training Course located in Canvas (in the Assignments area). Access guidance is also available via the security awareness FAQ.
  • For information about data classification and handling, visit the University FAQ site.
Last updated: March 29, 2021

Payment method:

 
The preferred method for prepaying for registration fees to conferences and non-conference events associated with University-related business is to use a University-issued Purchasing Card (P-Card).  

Other allowable methods include:
  • Submit a Travel Reimbursement and Expense Report form

Rationale and other considerations:

Registration fees associated with conferences and non-conference events related to University business are allowable on a P-Card. Please refer to the Travel Manual for additional information (link provided below). 
 
Note: Registration tours and other social activities at conferences cannot be paid for using a p-card. The attendee must pay out of pocket and seek reimbursement via a TRER if the department considers the expense appropriate.
 

How to do it:

  1. Complete a Travel Authorization form and obtain supervisor approval. Note that a Travel Authorization is not required if the event is local and the attendee will not be in travel status.  
  2. Upon approval of the Travel Authorization form, the traveler or their designee may then pay the registration fee using a P-Card. When using the P-Card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
Policies Procedures Forms / Links Training and Reference Materials

IRS Travel, Entertainment, Gift, and Car Expenses Publication (Publication 463)

University Policy 601.8, Appropriate Use of University Funds

Purchasing Card Manual
 

Travel Manual                                                                  

Travel Forms Package        

General Guide for Travelers

Expense Account Codes

Purchasing Card Reference Guide (PCRG)                                                


Contact for additional questions:

Send an email to the Purchasing Card mailbox at purchasingcard@uncc.edu, or refer to the Purchasing Card website.

Last updated 9/14/18, 6/03/19

Last updated: June 3, 2019

If you are considering the possibility of accepting payment cards as a method to collect revenues for your University department or unit, e.g., for merchandise sales, event registration, or other University-related revenues, you should become familiar with the UNC Charlotte Payment (Credit/Debit) Card Processing Standard and the UNC Charlotte Payment (Credit/Debit) card Processing Procedures.   Below is an overview of some key points to understand:

General Requirements for Payment Card Processing

  1. Any department, college, group, or individual who wishes to process credit/debit cards (payment cards) must receive approval from their departmental Business Manager and the eCommerce Office (eCO).
  2. All card processing for the University must operate under a UNC Charlotte merchant Account / ID (see below under “Establishing a New Merchant Account”) or an approved alternate process.
  3. All contracted services or other purchases related to card processing must receive approval from the eCO and ITS (if appropriate) before they are initiated. All contracts which involve card processing, or link to third party card processing sites, must be reviewed by the eCommerce Manager  before they are executed.  Any contract that pertains to card processing that does not contain required language will be required to go through an Addendum process before card processing set ups are implemented.
  4. All online card processing must occur on an approved, secure web site, through an approved 3rd party processor. 
  5. Face to face transactions must be processed on Point-of-Sale (POS) equipment ordered or rented through the eCO on terminals approved and provided by the State, or, through an eCO approved virtual terminal
  6. All staff that interface with card transactions must complete the individual requirements for card processing, as listed below under “Establishing Merchant User Access”.
  7. Access to reporting systems will be based on a least privilege basis, or limited to the least number of staff that are required to complete the related tasks.
  8. All card transactions that are processed on behalf of the University or its affiliates must be deposited to the University Cashiers on a daily basis.
  9. Transaction fees, as set by NC OSC  (North Carolina Office of the State Controller), are charged on all processed transactions.  General Accounting receives and pays these invoiced charges and debits the designated merchant’s fund monthly.
  10. Documentation of processes related to card processing are required to be submitted to the eCO at least annually and whenever significant changes occur.
  11. Merchants must complete an annual Payment Card Industry (PCI) Self-Assessment Questionnaire (SAQ), signed Attestation, and other related documentation as required.

Establishing a New Merchant Account

  1. Complete an Initial Interest Form to Process Payment Cards to assess whether your department's/unit's activity meets the criteria to accept payment cards at UNC Charlotte.
  2. Once your Interest Form has been approved, complete an Application to Process Payment Cards (EC-APP).
    • Approval must be obtained by your department's Business Manager before submitting to the eCO.
    • Note that a University eCommerce 'Merchant Account' is established for each major department on campus that accepts payment cards.  If your department does not currently have its own Merchant Account, certain minimum sales thresholds apply for establishment of a new Merchant Account.
    • Note also that you must know detailed information about your potential payment card processing setup to fill out this application.  Required fields include: business case, frequency and volume of transactions, types of processing requested (e.g., online, face-to face/POS), Banner Fund code to deposit revenues into and from which to charge credit card fees, draft refund policy, list of employees who will be handling card data, and agreement to the following statements:
      • Storage/Retention:  University staff and entities are prohibited from storing the Primary Account Number (PAN) or Sensitive Authentication Data (SAD), physically or electronically (e.g., computer hard drives, CDs, Disks, and other external storage media), after authorization of the transaction.  Records pertaining to card transactions will be kept in a physically secure, limited access location for two fiscal years.  If no litigation, claim, audit, or other official action involving the records has been initiated, all records will be destroyed via cross-cut shredding after this time period.
      • Sensitive Cardholder Data (CHD) (as defined by the Payment Card Industry Security Standards Council - PCI SSC):  Our office will not store the Primary Account Number (PAN) or any sensitive authentication data (Full magnetic stripe data or chip equivalent, card validation number/security code, or PIN block) physically or electronically.  Any request to accept sensitive CHD by mail will be pre-approved by the eCO, and the physically received portion of the record containing CHD will be cross-cut shredded immediately after the transaction is entered for processing (the day it is received).  Sensitive CHD will not be collected/accepted via email or fax.  Any sensitive CHD gathered via POS devices will only be stored within the device until settlement (must occur daily), after which the data is automatically erased.
      • Receipts:  All software will be configured so that all customer and merchant receipts print only the truncated card number (the last four digits), and the customer copy does not display the expiration date.
        (N/A for internet-only merchants)
      • Deposits:  Our office will complete and submit a Payment Book Receipt (PBR) (with the required supporting documents attached) to the Cashier's Office no later than noon of the business day following each credit card settlement.
    • The eCommerce office will make a final determination of the best business solution available after evaluation of the application.
  3. If, as part of the payment card processing setup, the applicant desires a third party application that interfaces with the University network/gateway processor, the applicant must also:
    • Receive approval from the eCO for the use of the requested third party before the third party is contracted.
    • Work with the eCO to ensure contracts reflect required PCI and card processing language.  No contracts that involve card processing are to be exectued without approval from the eCO first.
    • Receive approval from ITS if the third party agreement that involves ITS resources must comply with IT Governance processes.  A review of those may be located at IT Governance.
  4. Once a business solution is agreed upon and approved, if a new Merchant Account is to be created, the new Merchant must complete a Merchant Agreement Form.
    • This must be signed by the departmental Business Manager before sending to the eCO.
  5. The eCO will then establish the new Merchant Account and set up required account information with NC OSC.

Establishing Merchant User Access

Once a Merchant Account is established, each employee that has access to and/or is required to handle cardholder data must:

  1. Be a permanent employee of UNC Charlotte.
  2. Complete a background check (completed by HR for all new employees prior to hire).
  3. Complete all required trainings and forms which include, but may not be limited to, initial and annual training required for the PCI Data Security Standards ( PCI DSS), and the ITS Security Awareness Training.  Information on training may be located on the eCommerce Training page.
  4. Sign the DSS Acknowledgement Form (EC Acknowledgement Form).
  5. Complete the EC Merchant Access Request to Reporting Systems. (Access the form via the Imaging website athttps://workflowforms.uncc.edu/imaging/imaging-forms-department/ecommerce)
    • This must be approved by the employee's supervisor.
    • Approval for access will be evaluated based on:
      • Whether the above requirements are met,
      • The business need for access, and
      • The number of access already granted within the requesting department.
  6. Once approved, the eCO will set up access with NC OSC to both ClientLine (for STMS) and OMS (for AmEx) and notify the user.  The new user must login to OMS within 72 hours of initial setup.  Access to the TouchNet Payment Gateway and/or TouchNet Marketplace is also initiated via the EC Merchant Access Request form and is implemented by the eCO.
  7. To maintain access to eCommerce reporting systems, users must login every 21 days, or their access will automatically lapse and may require that the access request be resubmitted.

Origins

Campus divisions and departments are ultimately responsible for the accuracy and timely submission of personnel action forms including Personnel Distribution forms (PD7) and time records. Failure to do so may result in overpayments to employees, creating an unnecessary financial burden on the department.

Salary Overpayments Table

Payroll Calendar & Due Dates: Each year, Payroll provides monthly and bi-weekly schedules for the upcoming year, including deadlines for receiving personnel action forms and time records. The Payroll Calendar is readily available on Payroll's website.

Supervisors: All supervisors must communicate information about search postings, hiring recommendations, terminations, leaves of absence, pay rate changes, etc. to their department’s Business Officers in a timely manner. The supervisor is then responsible for ensuring that the information is submitted through the proper approval process (e.g., through the Graduate School, Office of Academic Budget & Personnel, Human Resources and/or Payroll) prior to the "Paperwork Due to Payroll" date (in Payroll Calendar). Since some of the personnel action documents must have multiple approvals before delivery to Payroll for processing, departments may need to anticipate review time or simply monitor the status of the personnel action to help prevent potential overpayments and ensure new/current employees are paid timely.

Overpayment & Collection Process

If the employing department becomes aware of a potential overpayment, Payroll should be contacted immediately, and this overpayment form must be completed. Upon notification, Payroll will:

  • Gather the supporting documents and calculate the overpayment on a gross-to-net basis. The employee is only required to repay the net amount if repayment can be accomplished within the same calendar (tax) year.  If repayment crosses the calendar (tax) year, the gross amount must be repaid.
  • Send written notification to the employee, with a copy to the employing department, detailing the overpayment and the University's expectation for collection. This includes notification of North Carolina General Statute 147-86.23 which outlines the University's right to add interest & penalties to past due accounts. Effective January 1, 2015, the University will assess a one-time 10% late payment penalty and accrue interest charges at 5% annually unless payment is received or a payment plan has been agreed to by both parties within 30 days of the notification date.
  • For Repayment Options: Contact Payroll (Note: Current employees will have their overpayment collected through a payroll deduction, unless other payment arrangements are made.)

Most of the time, individuals make repayment arrangements within 30 days of being notified; however,

  • If Payroll has not received a response after 30 days, the overpayment is considered past due and a second communication is sent, indicating interest and penalties will begin unless repayment arrangements are made immediately. 
  • Students with a past due overpayment will have a registration hold placed on their account until payment is made.  Once the overpayment is 30 days past due, the student will be denied readmission, transcripts, diploma, etc. until payment is made.
  • If no response is received after 60 days past due, then the Controller’s Office notifies the State of North Carolina Attorney General's (AG) Office of the debt.  The AG's office then sends a final communication to the employee for collection.  The Controller’s Office will also refer the debt to the North Carolina Department of Revenue (NCDOR), under North Carolina General Statute 105A-3(b), to have it deducted from the employee’s State income tax refund according to the Set-Off Debt Collections Act (SODCA).
  • If no response is received to the AG's letter within 90 days, then the University may turn the debt over to a state-approved collection agency.

Once full repayment is received, the funds are returned to the department and updates are made to the employee's gross pay, taxes, deductions, and benefit records. If needed, an amended Form W-2 is issued.

Last updated: June 22, 2021

FORM - E-595E Streamlined Sales & Use Tax Agreement Certificate of Exemption

Last updated: October 10, 2017

Dollar General Tax Exempt Approval Certificate

Last updated: May 14, 2014

Food Lion Tax Exempt Certificate

Last updated: March 13, 2014

Kentucky Tax Exempt Certificate

Last updated: March 22, 2017

Lowes Tax Exempt Certificate

Last updated: October 9, 2012

Microsoft Corporation Tax Exempt Certificate

Last updated: September 2, 2019

Office Depot Tax Exempt Certificate

Last updated: November 13, 2014

Staples Tax Exempt Certificate

Last updated: March 16, 2015

Walmart Tax Exempt Certificate

Last updated: August 4, 2017

Please remember that all security incidents must be immediately reported to your supervisor, who must immediately take action to determine the extent and category of the breach to minimize loss of sensitive data.  The chart below indicates other parties that must be notified when a breach occurs.  Refer to UNC Charlotte UNC Charlotte Policy Statement #311.5 Personal Information Security Breach Notification Procedures for further guidance.

Breach involves Contact immediately Contact information
Any sensitive information, including eCommerce-related data or equipment Chief Information Security Officer Report IT Security Incident
University-owned equipment and/or criminal activity UNC Charlotte Police Located at Police & Public Safety site
All breaches Office of Legal Affairs Located at Office of Legal Affairs site
Last updated: August 24, 2016
  Signature Authority Policy

Clarifies the source of all University signature authority, the responsibilities of those individuals to whom University signature authority has been delegated, and the consequences of signing Contracts without the appropriate signature authority. 

Last updated: August 18, 2017

Payment method:
 

The method for purchasing computer software is to use 49er Mart.  Note:  Purchases of enterprise-level software requires prior approval from ITS. Single user license software downloads or those requiring prepayment to receive the license key may be allowable on the P-Card and will be evaluated on a case by case basis.

Guidance is available on paying for mobile communication device (MCD) apps.

Rationale and other considerations:

Orders are processed online through a web browser depending on the type of supplier used. To begin, choose a supplier and proceed with selecting items and placing them in your virtual shopping cart.  When you have finished shopping, your cart proceeds to the checkout, and a requisition draft is created.  At this point, enter the appropriate accounting codes (e.g., fund, account) to be used by your department for the order. 

  • Placing the order prompts the workflow process to begin.  Approvers are notified via email that an order is pending (the level of approvals depends upon the dollar amount and the type of purchase).  The final approval generates a purchase order (PO). 
  • To receive the order, you must log in to 49er Mart.  Receiving initiates payment to the vendor. 

How to do it:

  1. Login to 49er Mart.
  2. Click on the logo of the supplier (e.g., Dell, etc).
  3. If the vendor is a punch-out supplier, you will be directed to the vendor's site to shop for your item(s).
  4. Add the desired item(s) to your cart and click "Checkout" when finished ordering.
  5. You will be directed back to the 49er Mart site to create your requisition. 
  6. Review the details of your order, and click "Proceed to Checkout."
  7. Select the appropriate accounting codes for your college/department.
  8. Perform a final review and click "Place Order."

Policies

Procedures

Forms / Links

Training and Reference Materials

University Policy 601.11, Purchasing Policy

State of NC Purchase and Contract Division, Administrative Code

University Policy 601.8, Appropriate Use of  University Funds

49er Mart Requester - Step-by-Step Guide

49er Mart Approver - Step-by-Step Guide       

Materials Management Purchasing Manual

49er Mart Login        

Banner Login

49er Mart Training in Canvas

49er Mart FAQs

Contact for additional questions:

Send an email to the Purchasing mailbox at purchasing@uncc.edu or refer to the list of Purchasing contacts

Last updated 9/14/18 , 7/18/19, 9/11/20   

Contact email: purchasing@uncc.edu
Last updated: September 11, 2020

See How to Pay Students and/or How to Pay Individuals guides. For additional questions, consult with the Tax Office.

 

Last updated: January 10, 2017

Payment method:

The preferred method for paying for subscriptions to professional journals, other periodicals and electronic surveys is to use a University-issued Purchasing Card (p-card).  

Other allowable methods include:

  • Submit a reimbursement request

Rationale and other considerations:

The costs associated with subscriptions to professional journals, magazines, other periodicals and surveys is an allowable expense on a p-card. Because the p-card allows for an improved approval and prepayment process, it is the preferred purchasing method for such transactions. 

Please note that the periodical/journal must be delivered to a University address for the cost of the subscription cost to be allowable. 

Note:  Refer to University Policy 601.8, "Appropriate Use of University Funds" to confirm if this is a permissible use of funds for your area. 

How to do it:

  1. Review the resources below to confirm the allowability of the purchase and obtain supervisor approval. 
  2. Pay the subscription using a p-card. 
Policies Procedures Training and Reference Materials
University Policy 601.8, Appropriate Use of University Funds Purchasing Card Manual

Cardholder/Reconciler/Approver Training

Expense Account Codes

Purchasing Card Reference Guide (PCRG)

Questions? Email the purchasing card inbox or refer to the Purchasing Card website.

Contact email: purchasingcard@uncc.edu
Last updated: October 4, 2021

Payment method:

The method for purchasing supplies and equipment is to use 49er Mart

Rationale and other considerations:

Orders are processed online through a web browser depending on the type of supplier used.  To begin, choose a supplier and proceed with selecting items and placing them in your virtual shopping cart.  When you have finished shopping, your cart proceeds to the checkout and a requisition draft is created.  At this point, enter the appropriate accounting codes (e.g., fund, account) to be used by your department for the order. 

Placing the order prompts the workflow process to begin.  Approvers are notified via email that an order is pending (the level of approvals depends upon the dollar amount and the type of purchase).  The final approval generates a purchase order (PO). 

To receive the order, you must log in to 49er Mart.  Receiving initiates payment to the vendor. 

Note:  When purchasing used equipment, please refer to the Materials Management Purchasing Manual (link below) for additional guidance. 


How to do it:

  1. Login to 49er Mart.
  2. Click on the logo of the supplier (e.g., Staples).
  3. If the vendor is a punch-out supplier, you will be directed to the vendor's site to shop for your item(s).
  4. Add the desired item(s) to your cart and click "Checkout" when finished ordering.
  5. You will be directed back to the 49er Mart site to create your requisition. 
  6. Review the details of your order, and click "Proceed to Checkout."
  7. Select the appropriate accounting codes for your college/department.
  8. Perform a final review and click "Place Order."

 

Policies Procedures Forms / Links Training and Reference Materials

University Policy 601.11, Purchasing Policy
 

State of NC Purchase and Contract Division, Administrative Code

University Policy 601.8, Appropriate Use of University Funds

49er Mart Requester - Step-by-Step Guide

49er Mart Approver - Step-by-Step Guide

Materials Management Purchasing Manual

49er Mart Login

Banner Login
49er Mart Training in Canvas

49er Mart FAQs


Contact for additional questions:

Send an email to the Purchasing mailbox at purchasing@uncc.edu or refer to the list of Purchasing contacts.     

Last updated: 9/14/18

Last updated: September 14, 2018

Foundation Public Inspection 990 FY 2017

Last updated: June 30, 2017

Purpose: Guidance for faculty/staff regarding payment for travel expenses incurred for UNC Charlotte business purposes.

Contact email: travel@uncc.edu
Last updated: March 22, 2022

Florida Tax Exemption Certificate

Last updated: October 19, 2021

This form is used to provide vendors with UNC Charlotte's taxpayer identification number.

Last updated: February 7, 2022

Letter stating contributions to UNC Charlotte are tax deductible as a 501c3 

Last updated: November 13, 2014

Hotel location and information

UNC Charlotte Marriott Hotel & Conference Center (Hotel) is located close to campus and offers many ways to partner with the University. Situated on approximately four-acres near the PORTAL Building, the Hotel is located at 9041 Robert D Snyder Road, Charlotte, NC 28262 and offers direct access to the LYNX Blue Line. For more information, call 704-978-8000 or visit Marriott.com.

Did you know that UNC Charlotte Marriott Hotel & Conference Center has...

  • 226 guest rooms
  • 5 suites including the 1,700 square foot Chancellor suite - the only room with an outdoor terrace
  • Curated art program created by UNC Charlotte faculty, alumni and students
  • More than 20,000 square feet of function space
  • Largest space: 7,000 square foot Crown Room that can hold as many as 800 people (when at 100% capacity) for a stand-up reception
  • More than 6,000 square feet of designed outdoor function space - the outdoor plaza has views of the UNC Charlotte campus
  • All function space located on one level
  • A full service restaurant, Golden Owl Tavern

To learn more about the Hotel visit the Inside UNC Charlotte website.

How to book your next campus event

If a campus department desires to hold an event at the Hotel, the department contact should first consult with their department head or other appropriate manager to confirm approval and fund availability. Click on the summarized flowchart below for the complete procedures departments should use for scheduling campus events at the Hotel.

Click the image below to enlarge:

UNC Charlotte Marriott Hotel & Conference Center flowchart to schedule campus events

How to reserve a hotel room

Reserve a Standard guest room at the UNC Charlotte Business Rate by following the Hotel's reservation procedures and hotel policies. Note that this rate only applies to individual travel for University guests traveling on University business.

Last updated: April 28, 2022

Overview

Moving expenses for new hires at UNC Charlotte can either be reimbursed using State funds or provided via an allowance using Discretionary funds. These procedures outline the difference between the two methods and how to request a reimbursement or allowance. All moving support from the university is fully taxable to employees.

Provisions

Fund Sources1

Only one of the following two types of funds may be used to pay for moving expenses:

  • State funds may be used for moving expense reimbursements. The employee is required to submit a pre-approval request to use state funds.
  • Discretionary funds may be used for moving allowances.
  • Only one type of funds (Discretionary or State) can be used for a single employee for the reimbursement/allowance.
  • Gross-up: Discretionary funds must be used for the gross-up portion of a reimbursement/allowance, if applicable, regardless of the fund type used. Gross-up cannot be added for faculty reimbursements funded via AABP State funds.
  • See the chart in “Standard Allowance Levels” for additional information on fund sources.

1) Refer to Policy 601.8, Appropriate Use of University Funds, for definitions of fund types. Generally speaking, Discretionary funds must be designated by the letters “DISC” in the fund title. State funds are all other funds (General Funds, trust funds, special funds, etc.).

Standard Allowance Levels

Departments can submit a total request up to the following amounts: 

Standard Allowance Levels Table

  1. Moving expense support is not considered "special pay subject to the "3/9ths" rule for 9-month faculty.
  2. AABP (Academic Affairs Budget & Personnel) provides the funding for faculty moving expenses for all colleges/departments except for the Belk College of Business (BCOB) and The Williams States Lee College of Engineering (COEN).
  3. Funding for staff moving expenses is contingent upon the availability of departmental funds. Note that while HR (Human Resources) approves moving expense reimbursements/allowances for staff they do not provide any central source of funding.
  4. For exceptions, include the following required information: Candidate's Name; Rank and/or Title; Any additional working title (e.g., Distinguished Scholar); Department/College; Standard Amount of Moving Support for rank; Requested Exception Amount; Reason exception is needed.

Expenses covered and documentation

The moving expenses covered and documentation requirements are different for moving reimbursements paid via state funds vs. moving allowances paid via discretionary funds. The flowchart in the Procedures section below shows the approval process required for each.

Moving Reimbursements using State Funds
  • All documentation and receipts that support the amount being requested are required to be maintained and submitted.
  • “Moving-related expenses” covered via a Moving Reimbursement are outlined in detail in OSBM Budget Manual Sections 6.8 and 6.9. Only specific expenses can be paid via state funds for moving expense reimbursements. Please make sure you review these sections in detail so you understand what can and cannot be reimbursed via State funds.
    • ​Only specific travel expenses can be paid via state funds. These are detailed in the OSBM Budget Manual and on the Reimbursement Request form. Additional costs are the responsibility of the employee. Notably:
      • Section 6.8:
        • The only items allowed to be covered are “household and personal goods,” which excludes items that require special handling such as animals, boats, airplanes, motor vehicles, antiques, satellite dishes, campers, woodworking equipment, workshop items, heavy machine equipment, and building materials.
        • The cost of packing, transporting, and unpacking is limited to 15,000 lbs.
        • Additional storage is not covered.
        • Expedited service, space reservation, and other special or non-routine services are not covered.
      • Section 6.8.2: Transit insurance costs are limited to the carrier’s required base coverage of $0.60 per pound per article.
      • Section 6.8.3: Appliance connection/disconnection costs are allowed up to $500.
        • Includes electrical, water, gas hook-up, household appliances, and connection of a single telephone.
        • Does not include “items considered unnecessary to household operations such as television antennas, cable connection, satellite dish, nor any type of power tools, nor other equipment associated with home workshops, hobbies, or other activities.”
        • Does not include utility deposits or running of utility lines.
      • Section 6.8.4: Mobile home moving costs are allowed up to $1,000 in lieu of an allowance for loading, unloading, and insurance coverage.
      • Section 6.8.5:  Employee travel & subsistence
        • For locating new residence (house hunting): Mileage is reimbursable for a maximum of 3 round trips: max 2 days/1 night each, max 6 days/3 nights total. Airfare is NOT reimbursable unless savings to the state can be shown. Subsistence is allowed for each member of the family per trip, limited to state rates (see Travel Manual, Section VIII.1.1). Lodging is allowed for one double room.
        • For the day of moving: Mileage is reimbursable for a one-way automobile trip (max of two cars). Airfare is NOT reimbursable unless savings to the state can be shown. Subsistence is allowed for each member of the family (see Travel Manual, Section VIII.1.1). Employees have two days to complete the move. Lodging is allowed for one double room.
    • Moving-related expenses do not include those incurred for job candidates during recruitment (e.g., during on-campus interviews). See the Travel Manual for further information about recruitment related reimbursements.
  • Pre-approval is required (Budget Manual Section 6.9.1). The pre-approval form must include bid information from three professional movers. If the employee prefers to rent a moving truck, the employee must provide a bid from one professional mover to show that the cost to rent a moving truck is less than the cost to hire a professional moving company (including estimated packing material costs such as straps, blankets, boxes). An estimate of other reimbursable costs (generally those listed under Section 6.8.5 above) must also be included.
  • The moving reimbursement will require out-of-pocket expenses for the employee, and will likely take more than one month to process. The reimbursement is still taxable to the employee. Requirements set forth in the OSBM Budget Manual are strict and detailed. Note that Chancellor approval is required.
Moving Allowances using Discretionary Funds
  • No supporting documentation or receipts are needed. Exceptions:
    • When the request is for $10,000 or more:
      • Receipts must be maintained and submitted.
      • The amount is limited to the moving-related expenses actually incurred, supported by receipts.
    • Moving expense documentation should be maintained if an exception amount is being requested (See Standard Allowance Levels chart below) to support consistency among amounts paid to new employees.
  • “Moving-related expenses” covered via a Moving Allowance includes expenses related to house hunting, moving truck rentals, hiring of moving companies, costs for shipping household items and related supplies, costs to store household items before or during the move, costs to ship household pets, mileage incurred during the move, other move-related costs such as connecting/disconnecting utilities, and temporary living arrangements.
    • Moving-related expenses do not include those incurred for job candidates during recruitment (e.g., during on-campus interviews). See the Travel Manual for further information about recruitment related reimbursements.
Policies applicable to both Reimbursements and Allowances
  • Payment for all moving-related expenses is the responsibility of the employee.
    • No moving-related expenses can be paid directly to an employee or to a vendor (e.g., via p-card, 49er Mart, or ESDPR) outside of the Moving Expense Reimbursement/Allowance Form.
      • Departments should avoid paying for any moving-related expenses outside of the Moving Expense Reimbursement/Allowance Form, as doing so creates unfavorable taxable consequences for the employee.
      • If moving expenses are found to have been paid for an employee’s benefit via p-card or 49er Mart (or otherwise outside of the Moving Expense Reimbursement/Allowance Form), the expense will need to be added to the employee’s wages after-the-fact. The employee will be responsible for related federal and state income and FICA tax withholdings (which will be deducted from the employee’s regular pay) unless the department chooses to gross up the payment (use the gross-up calculation form).
  • The moving expense reimbursement/allowance is a taxable lump sum payment, intended to offset some of the employee’s moving-related costs at the discretion of the hiring department. Recipients should expect approximately 35% in taxes to be withheld from their moving reimbursement/allowance.

Eligibility

  • Moving reimbursements/allowances are available for full-time, permanent positions.
  • Eligible employees will be moving from outside a 100-mile radius of the Greater Charlotte area.
  • The employee's move must be completed within the first year of employment.
  • Exceptions require pre-approval.

Discontinuation of Employment

Employees that leave University employment prior to 90 days must reimburse the University 100% of any allowance received (gross, not net of taxes). Should an employee voluntarily leave University employment within one year of hire for a position other than a promotion within North Carolina state government, they may be required to reimburse the University for a prorated portion of the allowance. The employee should work with the hiring department to determine the amount to be repaid. No tax withholding or reporting adjustments will be made by the Payroll Office. Repayment should be made directly to the department outside of the payroll system.

Procedures

  1. If using State funds, your department or college's business support staff should complete a Pre-approval Request Form (download this form before completing it).
    • Here is an instruction guide you can share with new employees that walks them through the information that is needed for the pre-approval and reimbursement. 
    • Attachments should be uploaded as PDFs. Do not upload attachments as zip files.
  2. To request reimbursement/allowance, your department or Moving Expense Reimbursement/Allowance Form (download this form before completing it). Note that new employees should NOT complete this form for themselves. The form and attachments should be emailed directly to imagenowpay@uncc.edu.
  3. The form will follow this approval workflow:

Click the image below to enlarge:

Moving Payments Flowchart

  1. Once approved, Payroll will process on the next available payroll cycle.
    • A moving allowance can be paid on the employee’s first paycheck provided that: 1) all HR hiring process steps are completed so that the employee and their job is established in Banner, and 2) the allowance form has been submitted to Payroll at least two weeks prior to the pay date. Required HR hiring process steps include:
      • Employee’s job is established in Banner (NBAJOBS).
      • Parts 1 & 2 of the Form I-9 are completed, along with other HR related hiring documents; please reference HR’s New Employee Forms webpage.
      • Direct Deposit has been set up by the employee; follow the steps in this FAQ (employee must have their NinerNet credentials first).
      • For new 9-month faculty, if all the above are complete, a moving reimbursement/allowance may be processed earlier than the faculty member’s first payroll distribution (typically end of August). Business support staff submitting the requests should send copies of the completed Form I-9 and attest that direct deposit has been set up, before submitting the moving Form. Incomplete paperwork can cause delays in processing.

*Please allow appropriate time for required approvals.
*Also, 
remember that the existence of a UNC Charlotte ID # (800#) does not necessarily mean the employee’s job is established in Banner.

Contacts

Examples that illustrate the difference between recruitment and house hunting expenses

Scenario #1:

A candidate comes to Charlotte for an on-campus interview. The candidate returns home and receives a job offer and accepts it. Subsequently, the candidate returns to Charlotte for a bonafide house hunting trip.

Travel Reimbursement: For the first trip, the candidate may be reimbursed for recruitment-related travel expenses (based on State limit criteria; refer to the Travel Manual).

Moving Support: For the second trip, the employee may not be reimbursed for any expenses related to this trip as recruitment-related travel. Instead, the department can either: 1) request a moving allowance for the employee to help cover any house hunting and/or moving expenses if they elect to use Discretionary funds, or 2) reimburse the employee for house hunting expenses using State funds; see OSBM Budget Manual Section 6.8.5 “For locating new residence” for restrictions, including that airfare cannot be reimbursed.

Scenario #2:

A candidate comes to Charlotte for an on-campus interview. The candidate does some house hunting while in Charlotte during this trip but is primarily in Charlotte for the purpose of the interview. The candidate returns home and receives a job offer and accepts it.

Travel Reimbursement: The candidate can be reimbursed for recruitment-related travel expenses (based on State limit criteria; refer to the Travel Manual), but not for any specific house hunting expenses (including transportation, lodging, and subsistence costs on days not covered under the candidate’s business trip, usually limited to one day before/after the interview).

Moving Support: If the department requests a moving allowance for the employee using Discretionary funds, the department can request an amount that will help cover any house hunting expenses, as well as other moving-related expenses incurred by the employee. If the department elects to reimburse the employee using State funds, specific house hunting expenses can be covered; see OSBM Budget Manual Section 6.8.5 “For locating new residence” for restrictions, including that airfare cannot be reimbursed.

Created 2/18

Rev. 5/3/2018, 6/22/18, 6/27/18, 1/01/2019, 2/22/19, 4/03/19, 4/15/19, 4/30/19, 5/14/19, 5/24/19, 5/29/19, 6/27/19, 7/11/19, 7/16/19, 5/13/20, 5/27/20, 4/01/21, 4/05/21, 4/23/21

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This form is used to provide vendors with UNC Charlotte's North Carolina sales and use tax exemption number.

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North Carolina law, Chapter 147-86.10 of the General Statutes, requires that "all agencies, institutions, departments, bureaus, boards, commissions and officers of the State...shall devise techniques and procedures for the receipt, deposit, and disbursement of monies coming into their control and custody which are designed to maximize the interest-bearing investment of cash and to minimize idle and nonproductive cash balances."

The University Controller has responsibility for developing and administering the Cash Management Plan in compliance with the Statewide Cash Management Plan, North Carolina General Statutes, and the State Treasurer. This Plan is maintained in the University Controller's office for auditor review. The Internal Audit Office will periodically review cash management activities to ensure compliance with University policies and procedures. The State Auditor will annually determine if the University is in compliance with the Statewide Cash Management Plan.  

The University's Cash Management Plan most recently approved by the Office of State Controller (OSC) can be found above. 

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