Full List of Resources
Standard for Meals and Entertainment
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
- 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:
- 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.
- 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.
- 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.
- 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]
- 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.
Standard for Student-Oriented Activities
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
[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)
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
Stipends, How to Pay
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
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
Subscriptions, How to Pay
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
- Review the resources below to confirm the allowability of the purchase and obtain supervisor approval.
- 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 |
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
Supplies and Equipment, How to Procure and Pay
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:
- Login to 49er Mart.
- Click on the logo of the supplier (e.g., Staples).
- If the vendor is a punch-out supplier, you will be directed to the vendor’s site to shop for your item(s).
- Add the desired item(s) to your cart and click “Checkout” when finished ordering.
- You will be directed back to the 49er Mart site to create your requisition.
- Review the details of your order, and click “Proceed to Checkout.”
- Select the appropriate accounting codes for your college/department.
- 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 Login
| 49er Mart Training in Canvas
|
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@uncc.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@uncc.edu
Last Updated: March 6, 2019
Third Party Lodging Policy
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:
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Third Party Lodging Authorization Request, which demonstrates:
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Evidence of cost savings to the State OR
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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.
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Quote for third-party lodging location
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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)
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Note: third party lodging agreements are not allowed among family members
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Three hotel quotes for cost comparison.
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When obtaining comparison quotes, please use the following criteria:
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Three- and four‐star hotels from a travel/hotel booking website (e.g., Hotels.com, Expedia).
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Search for hotels close to the conference or business site.
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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:
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Approved Third Party Lodging Authorization Request with the Travel Reimbursement & Expense Report.
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A copy of the signed rental agreement or other applicable documents (e.g., Airbnb agreement).
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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 Advance Request
Purpose: Travelers who are unable to pay for certain out-of-pocket expenses before reimbursement may request a travel advance. This workbook also contains a “Meal Allowance Log.” Departments must obtain approval from Disbursements before the event takes place in order to use this log for a travel advance.
Contact Email: travel@charlotte.edu
Last Updated: October 1, 2023
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
Travel Expense Calculator – Currency Conversions
Travel Expense Calculator – Currency Conversions
Track your expenses when traveling abroad and making purchases in different currencies. This simple tool uses historical rates to calculate foreign exchange charges so you won’t have to. You can even save your progress online and print a report.
Last Updated: January 14, 2019
Travel Forms Package
Purpose: This package contains the forms needed to document and request reimbursement for overnight travel. It includes the Travel Authorization Form, Travel Reimbursement & Expense Report, Travel Reimbursement & Expense Report Checklist, and a Group Travel List. There are also form instructions, a rates reference tab, meal tier appendix tab, and a related web links tab.
Contact Email: travel@charlotte.edu
Last Updated: October 1, 2023
Travel Manual
Last Updated: September 1, 2023
Purpose: Guidance for faculty/staff regarding payment for travel expenses incurred for UNC Charlotte business purposes.
Contact Email: travel@charlotte.edu
Travel Reimbursements – Federal Subsistence Amounts, US State/Defense Department
Travel Reimbursements – Federal Subsistence Amounts
US Department of State – Offices of Allowances
Last Updated: September 5, 2019