Manuals, Guides, and Procedures
Municipal Advisor Letter
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: October 28, 2024
Nonresident Alien Tax Compliance Presentation
Training on Nonresident Alien Tax Compliance
Last Updated: February 22, 2017
Obtaining and Using a UNC Charlotte Receipt Book
Obtaining a receipt book
- Please complete the form to request a Receipt Book. Once the Cashiers within the Office of the Bursar receive your request, they will email you and let you know when your book is ready for pick up. Please allow up to 24 hours for them to log your information and reply.
- You must be full-time faculty or staff to request a book and you must bring your employee ID card with you to pick up your book. Employee’s are responsible for this book until it is checked back into the Office of the Bursar.
depositing information
The Daily Deposit and Reporting Law (G.S. 147-77) require the depositing of all funds on a daily basis and to report the same on a daily basis. An exemption may be granted provided the funds to be deposited do not exceed $5,000.00 and that they are deposited at least once per week. For additional information, see University Policy 602.4.
using the receipt book
A receipt must be written when receiving payment in cash. The receipt book consists of three copies. The top receipt should be given to the payee, the middle copy should stay with the department and the third copy stays in the book for cashier reconciliation purposes. You will need to bring this book to the Office of the Bursar each time you make a deposit. On the deposit form you should indicate the starting receipt and the last receipt included in the deposit. The cashier will add these receipts to make sure they balance with the deposit form and initial, date, and write down the Banner receipt number on the last receipt.
If you should need to void a receipt please write VOID in big letters across the receipt and all three copies MUST remain in the book. If the top copy has already been torn out, please staple or tape it back in.
When your event is over or all receipts have been used (whichever is first) please return the book back to the Office of the Bursar after all your deposits have been made. The cashier will sign it back in.
**If your receipt book is lost, we will notify the business manager/department head and inform them that you will no longer be able to collect monies on behalf of the department until the receipt book is found.**
If you have any questions regarding these procedures please email the Office of the Bursar at bursar@charlotte.edu.
Last Updated: June 14, 2024
Other Reimbursements (Non-Travel), How to Pay
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:
- Download the ESDPR and complete according to the form instructions.
- 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 |
Contact for additional questions:
Email the Disbursement-Travel inbox at travel@charlotte.edu, or refer to the list of contacts on the Disbursements-Travel website.
Last Updated: December 1, 2022
Other Travel-Related Expenses, How to Pay
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:
- Review the policies and procedures listed below.
- Complete the Travel Reimbursement and Expense Report Form (tab 2 in the link provided below), along with additional documentation, if required.
- 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.
Contact for additional questions:
Send an email to Travel or refer to the list of contacts on the Travel website.
Contact Email: travel@charlotte.edu
Last Updated: September 14, 2018
Out-of-State Employees Guidance
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/Remote Work Request Form:
- For staff: Telework/Remote Work Request Form
- For faculty: Faculty Duty Station Attestation Form
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
- AA-43: Faculty Duty Station Attestation Form
- HR Teleworking/Remote Work Request Form for SHRA and EHRA Non-faculty Employees
- Out-of-State Work Approval Form – Must be completed in addition to the standard telework request forms, e.g., HR Teleworking/Remote Work Request Form for SHRA and EHRA Non-faculty Employees and the Faculty Duty Station Attestation Form
- UNC System Office Regulation 300.8.6[R] on Flexible Work Arrangements and Remote Work
- University Policy: UP 101.22, Flexible Work & Telework Arrangements, Section II.C.9
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 Charlotte and notify the Payroll Department to stop withholding in South Carolina via an email to PayrollDept@charlotte.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 Budget & HR
- 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, 12/02/2022
Last Updated: December 2, 2022
Overview of Travel (Videos)
Click play for an Overview of Travel Rules for State Employees provided by the North Carolina Office of State Budget and Management (NC OSBM).
Click play for an Overview of Travel Reimbursement for State Employees provided by the NC OSBM.
UNC Charlotte specific travel guidance and forms for faculty and staff are available on the Financial Services Travel webpage.
Contact Email: travel@charlotte.edu
Last Updated: September 30, 2022
Payroll Calendar
Purpose: Add and view the University’s Google payroll calendar by selecting the payroll calendar link. Detailed instructions are available on the University FAQ site.
Contact Email: PayrollDept@charlotte.edu
Last Updated: January 23, 2024
Petty Cash/Change Fund Procedures
Procedures for Petty Cash and Change Fund at UNC Charlotte.
Last Updated: February 7, 2022
Pilferable Assets Template
Purpose: This template is an example of how to maintain important information about assets that are at risk of theft. Examples of pilferable assets that each department shall maintain include laptops, computers, data projectors and other pilferable assets costing between $1,000 and $5,000.
Contact: fixedassets@charlotte.edu
Last updated: April 22, 2024
Procedures for Other Payments to a Foreign National
Describes procedures for other payments to a foreign national.
Last Updated: November 13, 2014
Procedures for Scholarship/Fellowship Payment to a Foreign National
Purpose: Describes how to process scholarship and fellowship payments made to a foreign national person. Examples of these types of payment may include but are not limited to the following: qualified scholarships for tuition; non-qualified scholarships for living expenses; travel award.
Contact Email: taxoffice@charlotte.edu
Last Updated: April 28, 2023
Promotional items vendor list
Purpose: Below is a list of vendors UNC Charlotte has contracted with for promotional items. Reach out to them directly to obtain a quote.
| Vendor Name | Contact Name | Contact email |
|---|---|---|
| 4Imprint | Matt Dahm | Edu@4imprint.com |
| Action Plus | Alicia Rhodes | alicia@actionplusideas.com |
| Blink Marketing | Jenny McIntyre | jenny@blinkmarketing.com |
| Club Colors | Alexis Bittner | abittner@clubcolors.com |
| Promo Logic | Angie Johnson | angie.johnson@promologicllc.com |
Contact Email: purchasing@charlotte.edu
Last Updated: August 13, 2024
Purchase Order Review
Purpose: Review open Purchase Order Encumbrances in Banner.
Last Updated: November 13, 2014
Purchasing Agent Departmental Listing
Purpose: This file contains a table of purchasing agents by level 5 organizational code.
Contact Email: purchasing@charlotte.edu
Last Updated: See date in workbook tab
Purchasing Card Manual
Purpose: Provides general Information and detailed procedures for card issuance and card processes, purchasing guidelines and documentation requirements.
Last Updated: January 8, 2025
Purchasing Card Program Training
Purpose: To provide the purchasing card account holder, reconciler and approver roles user training workshop registration information and the related presentation. New biannual cardholder training coming soon!
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@charlotte.edu
Last Updated: January 7, 2025
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.
Last Updated: August 8, 2024