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Purpose

The purpose of this document is to establish requirements for UNC Charlotte employees and other authorized users regarding the the interaction with Cardholder Data (CHD). Handling includes processing, capturing, storing or transmitting this type of information. Adherence to this standard will help ensure that the University remains compliant with all University, State and Payment Card Industry (PCI) requirements.

Scope

This standard applies to all university employees, affiliates or authorized users who will be accepting electronic payments or interacting with payment card data, functions, or systems (e.g., credit and debit cards) as part of their job duties.

Contacts

Direct any general questions about this standard to the Office of the Bursar – Merchant Services at ecommerce@charlotte.edu.

Standard

Merchant System Access

• Access to Merchant reporting systems (e.g., TouchNet, ClientLine, Online Merchant Services, CEO Portal) must be requested by the merchant via the EC-Access Request to Reporting Systems form 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 and audited by the Office of the Bursar – Merchant Services on an annual basis. 
• Access from on or off campus must be conducted on University owned equipment that is updated with current antivirus and required patches, not personally owned computers and devices.
• 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 the Office of the Bursar – Merchant Services for a defined business need. 
• If a business need is authorized, the data must be protected in accordance with all applicable Payment Card Industry Data Security Standards (PCI DSS) Requirements.

Cardholder Data (CHD) Storage

Customer CHD must never be entered or captured on University devices or network resources.

• 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, other external storage media), after authorization of the transaction.
• 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.
• CHD, the PAN, and/or SAD are not to be left unattended or disclosed to others.
• CHD must never be accepted or sent by email, unsecured fax, over main network connected fax machines, or by any electronic means including end-user messaging technology.

Cardholder Data (CHD) Security Incident Response

All information security incidents or concerns must be reported immediately to your supervisor and/or the merchant account owner, who must immediately take action to determine the extent and category of the breach and report it to OneIT, if applicable, to minimize loss of sensitive data. University Policy 311.5, Personal Information Security Breach Notification Procedures, 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. The chart below indicates other parties that must be notified when a breach occurs.

OneIT and the Office of the Bursar – Merchant Services will coordinate reviews for any incident which involves CHD and escalate if the deemed incident is valid and meets the threshold for escalation.

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

Related Resources

• FAQ: How do I report an IT security incident?
• Guideline for Mail Order Payment Forms
• Guideline for Reporting Information Security Incidents
• Guideline for Telephone Order Payments
• Standard for Managing Security Incidents
• University Policy 311.5, Personal Information Security Breach Notification Procedures

Revision History

• Initially approved by the AVC for Finance on November 25, 2024

Purpose

The purpose of this standard is to provide guidance on the requirements for the use of University funds to pay for marketing and development expenses using University funds for a valid University business purpose.

Scope

This standard applies to all situations where University funds are used.

Contacts

Direct any general questions about this standard to your department’s business officer or fund administrator. If you have specific questions, please refer to the contacts for fund use guidance listed in Appendix 1 of the University’s Financial Management Guidelines.

Standard

1. Advertising, Marketing, and Promotional Items:
   1. For purposes of this standard on fund usage, “Advertising, Marketing, and Promotional Items” includes, but is not limited to, items such as advertising space, pens, pencils, erasers, water bottles, coffee mugs, ties, scarves, and key chains. It does not include informational documents and notices and signage for instructional activities, student support services, student activities, or faculty or staff recruitment; these expenses are not subject to the fund usage limitations described here.
   2. Discretionary funds may be used for advertising, marketing, and promotional expenses.
   3. General Funds, Institutional Trust Funds, and Special Funds can only be used for advertising, marketing, and promotional expenses if appropriated or received for this purpose (per OSBM Budget Manual, Section 4.10).
      1. Acceptable fund sources for advertising, marketing, and promotional items include graduate tuition increments, student fees, extension instruction fees, and sales and services revenues.
      2. These funds may be used to purchase articles of clothing only if they meet a security or safety need; prior approval from the University Budget Office is required for any purpose unrelated to safety/security.
2. Amenity: Discretionary funds may be used to purchase amenities. An amenity is a gift item that helps to build, strengthen and promote relationships with groups and individuals, on and off campus. These expenditures are appropriate for the Chancellor’s Office and University Advancement, and for officially sanctioned for University activities, such as commencement, convocation, or official staff recognition activities.

Discretionary funds are the only types of funds that may be used for cultivation of donors and potential donors and development of community and institutional relationships, which may include business meals, entertainment, and amenities (refer to the Standard on Meals and Entertainment for additional guidance).

Related Resources

• University Policy 601.8, Appropriate Use of University Funds
• Standard for Meals and Entertainment
• Allowable Fund Usage Table
• University Financial Management Guidelines
• North Carolina Budget Manual

Revision History

• Initially approved May 1, 2017
• Updated May 12, 2017
• Revised July 10, 2017
• Revised December 21, 2017

Last Updated: December 21, 2017

Purpose

The purpose of this standard is to provide guidance on the requirements for the use of University funds to pay for meals or entertainment, all of which must have a valid University business purpose.

Scope

This standard applies to all situations where University funds are used.

Contacts

Direct any general questions about this standard to your department’s business officer or fund administrator. If you have specific questions, please refer to the contacts for fund use guidance listed in Appendix 1 of the University’s Financial Management Guidelines.

Standard

1. Business Meals: A business meal is defined as a meal that has substantive and bona fide business purpose deemed essential to the University’s mission. Business meals generally fall into the following categories:
   1. Meals while an individual is in travel status: Meals paid for by a traveler using their personal funds while in travel status are generally reimbursable at State subsistence rates. Refer to Section IV.3.4, “Subsistence – Meals” of the University’s Travel Manual for specific guidance.
      1. All types of operating funds may be used for meals while in travel status (unless specifically restricted). Discretionary funds may be used for the excess costs over the state subsistence amount, and may also be used if the event has valid University business purpose but does not meet all of the North Carolina Budget Manual requirements. Refer to Section IV.3.4 of the University Travel Manual for specific guidance on documentation requirements and the Allowable Fund Usage Table for additional guidance.
   2. Recruitment meals and other non-travel related meal expenses: Transportation and subsistence expenses incurred on behalf of an interview candidate are generally reimbursable. Refer to Section IV.3.8, “Job Candidate and Non-travel Meal Expenses” of the University’s Travel Manual for specific guidance.
      1. Recruitment meals must include the participation of the candidate being interviewed and may include more than one University employee. Guests of the candidate and the employee may attend for a valid University business purpose (e.g., attendance improves the chances for a successful recruitment outcome). The General Fund, Institutional Trust Funds, or Special Funds may be used to pay for the candidate; however, only Discretionary funds may be used to pay for the candidate’s guest, the employee and the employee’s guest. The General Fund, Institutional Trust Funds, or Special Funds may only be used to pay for the employee’s meal if the employee is in travel status per the North Carolina Budget Manual^[1]

Purpose

This standard serves as a supplement to Section II.C.3 of University Policy 602.12, Revenue Generating Activities. This standard provides guidance on managing revenues and expenditures resulting from department operations, including those related to activities that formerly were a recharge unit (RU) but no longer qualify as such.

Scope

This standard applies to all revenue-generating activities by campus departments where revenue is recorded in the 13XXXX fund range, including situations where a recharge unit operating with a 13XXXX University fund number is determined to no longer qualify as a recharge unit and must inactivate the fund number(s) associated with the activity. The existing fund number will be replaced with a fund number in the 150000-150020 range.

Contacts

Direct any general questions about this standard to your department’s business officer or fund administrator. If you have specific questions, please refer to the contacts for fund use guidance listed in Appendix 1 of the University’s Financial Management Guidelines.

Standard

1. Revenue generation: All revenue generating activities must support the University’s mission of teaching, research or outreach. These activities are not a source of discretionary funding.
2. Business plan: The revenue activity of a former RU may continue within an established business plan that addresses the following:
   1. An initial projected budget and business plan should be included with the request for a new 15XXXX fund and submitted to Financial Services and Legal Affairs for approval. Any subsequent changes to the business plan must be provided to Financial Services.
   2. A signed service agreement must be in place prior to the delivery of goods or services. A copy of the executed service agreement must be included with the business plan.
   3. Rates charged should approximate the cost of goods or services provided. The rate calculation should be adjusted periodically to reflect current costs.
   4. The business plan should provide sufficient detail about the nature and type of expenditures to be incurred as part of the planned activity.
   5. The plan should identify the business officer or fund administrator within the department responsible for managing the fund to be used for the planned activities (e.g., the individual responsible for processing the receipts generated by the activity and making the related expenditures).
   6. The goal is for these activities to operate close to break-even. If a minimal surplus occurs, the business plan should describe how any surplus will be applied for the purpose of delivering the goods or services in a future period. Surpluses may not be transferred to another fund without approval from Business Affairs.
   7. Any gifts received by the department must not be deposited into this fund. Gifts must be processed through The Foundation of the University of North Carolina at Charlotte, Inc., as described in University Policy 602.2, Solicitation and Acceptance of Gifts.
3. Expenditures: Expenditure guidelines are the same as those for other unrestricted trust funds. Any usual and customary business expense related to the delivery of the good or service is permissible, such as:
   1. Salaries, wages
   2. Supplies
   3. Equipment
   4. Scholarship assistance
   5. Other costs directly associated with providing the good or service
4. Non-permissible expenses:
   1. Donor solicitation expenses
   2. Alcohol and entertainment expenses
   3. Expenses that confer a personal benefit
5. Annual report: By September 30 each year, the department conducting the revenue-generating activity is required to provide an annual report to Financial Services summarizing the program activity for the most recent fiscal year ending June 30. As part of the report, the department should include any adjustments needed to the previously approved business plan or rate calculation. The department’s annual report should also include a statement that re-affirms the department’s adherence to the related University Policies and Standards governing the revenue generating activity.

Related Resources

• Appendix: Template for Business Plan (Coming soon)
• Appendix: Template for Service Agreement (Coming soon)
• University Policy 602.12, Revenue Generating Activities
• University Policy 602.2, Solicitation and Acceptance of Gifts
• Recharge Unit Procedures Manual
• University Financial Management Guidelines

Revision History

• Initially approved November 14, 2024

Purpose

The purpose of this standard is to provide guidance on the requirements for the use of University funds to pay for student-oriented activities using University funds for a valid University business purpose.

Scope

This standard applies to all situations where University funds are used.

Contacts

Direct any general questions about this standard to your department’s business officer or fund administrator. If you have specific questions, please refer to the contacts for fund use guidance listed in Appendix 1 of the University’s Financial Management Guidelines.

Standard

Discretionary funds and Student Auxiliary and Student Fee Funds may be used for student-oriented activities (instructional and non-instructional). Student-oriented activities are academic and student-life related events such as new student receptions, scholarship presentations, and student government activities. The purchase of food or beverage for employees is not allowable from Student Auxiliary and Student Fee Funds unless the employee is in travel status per the North Carolina Budget Manual (refer to the Standard on Meals and Entertainment for additional guidance on food and beverage expenses for employees).

The General Fund may be used for certain instructional student-oriented activities if approved by the University Budget Office. The purchase of food or beverage for students is not allowable from the General Fund unless the student is in travel status per the North Carolina Budget Manual^[1] (refer to the Standard on Meals and Entertainment for additional guidance on food and beverage expenses for employees).

Related Resources

• University Policy 601.8, Appropriate Use of University Funds
• Standard for Meals and Entertainment
• Allowable Fund Usage Table
• University Financial Management Guidelines
• North Carolina Budget Manual

Revision History

• Initially approved May 1, 2017
• Updated May 12, 2017
• Revised July 10, 2017​

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^[1] Refer to OSBM Budget Manual, Section 5.7.3, “Post-secondary Students.”

Last Updated: July 10, 2017

State Purchase and Contract

Contains information on purchase and contracts, vendor resources, commodity codes, statewide term contracts, weekly fuel prices, staff contacts, agency contacts, bid opportunities, procurement rules/manuals as well as the procurement information portal.

Last Updated: January 7, 2022

State Surplus Property

Site contains information on state surplus property for sale including auctions, and retail store hours and locations.

Last Updated: January 7, 2022

State Term Contracts (NC Department of Administration)

The Division of Purchase & Contract is dedicated to providing quality products and services at the best available price.

Last Updated: January 7, 2022

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

Student Refund Replacement Request

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

Last Updated: June 30, 2021

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)

Contact for additional questions

Email the Purchasing Card staff at purchasingcard@charlotte.edu or visit the Purchasing Card Program website.

Last Updated: August 29, 2023

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:

Email the Purchasing Office at purchasing@charlotte.edu or refer to the list of Purchasing contacts.

Last Updated: September 14, 2018

Tax Withholding Estimator

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

Contact Email: PayrollDept@charlotte.edu

Last Updated: January 11, 2021

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

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

Contact Email: travel@charlotte.edu

Last Updated: March 6, 2019

PURPOSE/SCOPE

This policy, in accordance with University Policy 602.7, Travel Authorization and Reimbursement, and in consideration of Internal Revenue Service (IRS), Office of State Budget and Management (OSBM), and other applicable regulations and guidance, establishes when the University will provide payment for third party lodging expenses incurred to support University business purposes, along with related administrative requirements.

These requirements apply to all UNC Charlotte faculty, staff, students, and any other individuals and members of organizations that travel at University expense (after this, “Travelers”).

DEFINITIONS

Third Party Lodging: An establishment that is rented out by a third party or treated as an apartment building by state or local law or regulation. This includes most non-hotel facilities and those rented out via sites like Airbnb and VRBO.

Rental Agreement: A signed agreement between the University Traveler and the Third Party Lodging establishment.

REQUIREMENTS FOR AUTHORIZATION

Per the North Carolina Budget Manual, authorization for third party lodging arrangements must be approved prior to travel. Submit the following documents to Disbursements no less than two weeks before the travel dates:

• Third Party Lodging Authorization Request, which demonstrates:

  • Evidence of cost savings to the State OR

  • If there is no evidence of savings to the State, please justify why a policy exception is necessary by providing an explanation and sufficient documentation. Justification may include, and should not be limited to, reasons such as safety and security issues, limited choices of hotels in remote areas, etc.

• Quote for third-party lodging location

  • Copy of planned rental agreement or other applicable unsigned document (i.e., a screenshot of the desired location from the web page, which shows all costs and fees itemized)

Note: third party lodging agreements are not allowed among family members

• Three hotel quotes for cost comparison.

  • When obtaining comparison quotes, please use the following criteria:

    • Three- and four‐star hotels from a travel/hotel booking website (e.g., Hotels.com, Expedia).

  • Search for hotels close to the conference or business site.

After a review of required documentation listed above, Disbursements will notify the traveler and departmental contact via email if approved or denied.

PROCEDURES FOR REIMBURSEMENT

To be reimbursed for third party lodging, submit the following:

• Approved Third Party Lodging Authorization Request with the Travel Reimbursement & Expense Report.

• A copy of the signed rental agreement or other applicable documents (e.g., Airbnb agreement).

• Paid itemized receipt, if separate from the rental or other signed agreement.

All employees must comply with the procedures supplemental to these requirements.

Rev. 4/18/18, 9/8/18, 7/29/21

Last Updated: July 29, 2021

Travel Authorization eForm

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

Last Updated: January 11, 2021

How does Concur handle expenses incurred in a foreign currency?

Purpose: Effective August 8, 2024, international travel will be managed in Concur, which automatically converts expenses incurred in a foreign currency to U.S. dollars using the appropriate exchange rate.

Last Updated: September 12, 2024

• Travel Forms Package for Non-employees & Students (Request & Expense Report)

Purpose: This package contains the forms needed to document and request reimbursement for overnight travel for non-employees (e.g., job candidates and speakers) and students. It includes the Travel Request Form and the Travel Expense Report. There are also form instructions, a rates reference tab, and a related web links tab.

Note: Starting Aug. 8, 2024, employees began submitting all travel requests and expense (travel and purchasing card) reporting through the Concur system. The Bank of America Works and paper-based travel processes were retired.

Contact Email: travel@charlotte.edu

Last Updated: January 15, 2025