Full List of Resources
Chart of Accounts: Account Types
Purpose: Provide a list of account types found on the chart of accounts.
Contact Email: finsystems@charlotte.edu
Last Updated: November 13, 2014
Chart of Accounts: Fund Hierarchy
Chart of Accounts: Fund Hierarchy
Contact Email: finsystems@charlotte.edu
Last Updated: December 1, 2025
Chart of Accounts: Fund Types
Purpose: Table of UNC Charlotte Fund Types and their descriptions.
Last Updated: November 13, 2014
Chart of Accounts: Range of Expenditure Account Numbers and Budget Pools
Purpose: Provide Chart of Accounts Range of Expenditure Account Numbers and Budget Pools.
Last Updated: November 13, 2014
Choosing Account Codes in ARCHIBUS
Purpose: Shows the 2023 updates to ARCHIBUS and new account codes.
Last Updated: November 27, 2023
Compensatory Time Off Payout Request
Purpose: Supervisors may request a payout of accrued compensatory time off for any/all employee(s) by completing the payout request form and obtaining all necessary departmental and divisional approvals (funding, etc.). Employees must have more than 40 hours of accrued compensatory time off to receive consideration for payout. Email PayrollDept@charlotte.edu with questions related to the completion of this form.
Last Updated: February 10, 2025
Computers, Printers & Accessories – How to Procure and Pay
Payment method
Use 49er Mart to purchase computers, printers or related accessories. Note: Purchase of Apple products from the Niner Tech Computer Store. Refer to the Niner Tech website instructions.
All computer and printer purchases must abide by the Guideline for Security of Endpoints. Requests for exceptions to this guideline may be submitted to the Office of OneIT. See this FAQ for more information regarding the exception process.
Rationale and Other considerations
Orders are processed online through a web browser depending on the type of supplier used. Begin by choosing a supplier, then select items you want to purchase and place them in your virtual shopping cart. After you have finished shopping, your cart proceeds to the checkout. At this point, a requisition draft will be created, and you will need to enter the appropriate accounting codes, such as fund and account codes, to be used by your department for the order.
When you place the order, the workflow process will begin, and an email notification will be sent to the approvers notifying them of pending order. The level of approvals required depends on the dollar amount and the type of purchase. Once the final approval is granted, a purchase order (PO) is generated.
To receive the order, you must log in to 49er Mart. Receiving initiates the payment to the vendor.
How to do it
- Login to 49er Mart.
- Click the supplier’s logo (e.g., Dell, CDW-G).
- 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 your order details and click “Proceed to Checkout.”
- Select the appropriate accounting codes for your college/department.
- Perform a final review and click “Place Order.”
Policies
Procedures
Questions?
Email Purchasing at purchasing@charlotte.edu or refer to the list of Purchasing contacts.
Last Updated: February 27, 2024
Construction Projects: Asset Categories and Other Guidance
Purpose: Guidance on Capitalizable Construction Projects
Last Updated: November 13, 2014
Consulting Services, How to Procure and Pay
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 |
|---|---|---|---|
| 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:
Send an email to the Purchasing mailbox at purchasing@charlotte.edu or refer to the list of Purchasing contacts.
Last Updated: September 14, 2018
Contract Amendment Template
Purpose: Fill this form out when an existing contract between a contractor and the University needs to be changed.
Contact Email: purchasing@charlotte.edu
Last Updated: July 24, 2024
Contract Checklist
Purpose: Displays the Contract Checklist Flowchart. Reference the UNC Charlotte Contract Checklist.
Last Updated: November 13, 2014
Contract Review Workflow
Contract Template
Purpose: Use this document to create a contract between UNC Charlotte and a corporation or independent contractor who will be performing a service for the University. This template should be used to clearly define the scope of work, deliverables, and terms associated with the agreement.
Contact Email: purchasing@charlotte.edu
Last Updated: July 24, 2024
Currency Order Form
Purpose: Departments should complete this form when they need to order cash. Please note that all funds must be ordered from the bank and can take up to 72 hours to arrive. You will be contacted when your funds are available for pick up.
Last Updated: October 18, 2021
Debarred Vendors (NC Department of Administration)
Purpose:
- Debarred vendors list – The North Carolina Department of Administration maintains a list of vendors debarred from doing business with the State of North Carolina, including their location, date of debarment, and reason for debarment.
- Purchasing & Contract – Governs procurement for the State of North Carolina. Learn about state procurement practices and access links to NC eProcurement resources.
Last Updated: September 12, 2024
Departmental ePrint Reports
Purpose: Table of Departmental ePrint Reports
Last Updated: November 13, 2014
Deposit Form for Cash & Checks
Purpose: Use this deposit form to make cash & check deposits for all departments on campus. A receipt will be automatically emailed to the preparer based on the preparers UNC Charlotte ID number provided in the signature area.
Last Updated: June 6, 2024
Disbursement Cutoff Dates for Fiscal Year End
Important: Fiscal Year-End Disbursement Cutoff Dates
Purpose: To provide the FY 2024-2025 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.
As we approach the end of the fiscal year, here are some reminders of the important cutoff dates that Faculty and Staff should adhere to for UNC Charlotte financial transactions and purchases to ensure they are correctly accounted for in the current fiscal year, FY 2024-2025.
Deadline Summary Tables
| New Financial Transaction Requests (FTRs) | Expenses Incurred Before | Will Show On Your Monthly Budget Report | If Received by |
|---|---|---|---|
| FTRs (Journal Entries / Interdepartmental Invoices) & Postage | 6/17/25 | June 2025 | 6/20/25 |
| Telecommunications, State Car Charges and Payroll Related Disbursements | 5/31/25 | June 2025 | 6/20/25 |
| Invoice Type | This Will Show On Your Monthly Budget Report | If Received in Acct. Payable by |
|---|---|---|
| Employee Student Direct Pay Request (ESDPR) Employee/Student reimbursements | June 2025 | 6/20/25 |
| Purchase Order Payments / E-Check Requests (eCR) Checks will be produced and shown in the June 2025 Budget Report only if receiving is posted by Noon on June 30 | June 2025 | 6/20/25 |
| Travel Prepayments and Reimbursements | June 2025 | 6/20/25 |
Expense Cutoff Dates – No extensions will be granted at this time
Financial Transaction Request (FTR), Employee Student Direct Pay Request (ESDPR), Purchase Order Payments, and Travel:
Expenses must be incurred by the cutoff dates in the chart above to be included in FY 2024-2025. Expenses incurred after these dates will be charged to FY 2025-2026.
Receiving Goods and Services
- Invoices must be received by the cutoff dates indicated in the chart above for goods and/or services to be processed for payment in FY 2024-25.
- It is an audit exception to charge an expense to an account if the goods/services have not been received. Under no circumstances should a department pre-date receiving goods for a purchase order payment to effect payment in the current fiscal year.
- Receipt of the goods and/or services must occur by the last check writer of the fiscal year to enter in Receiving. If receiving is not entered, the invoice will not process a payment in this fiscal year.
Receiving Purchase Order (PO) Payments
Departments must enter the receiving of goods as they occur. Banner and 49er Mart require a three-way match (the purchase order, invoice, and receiving) to produce a payment.
Example: If Disbursements enters an invoice for a PO on June 19, and the department does not enter receiving until July 6, the system will not produce a payment until July 6, and the charge will be applied against the next fiscal year’s budget.
Purchasing Card (P-card) Payments
- All P-card payments must be posted in the Bank of America Works system by Saturday, June 7, to be included in FY 2024-2025.
- P-card purchases posted on June 8 or after will be included in FY 2025-2026.
- P-card purchases that post by June 7 must be fully approved by Disbursements staff in Concur by June 29 in order to post to your departmental fund in Banner by June 30.
Payment Exceptions
- Plan ahead to minimize payment exceptions. Early ordering and receiving can ensure payments are charged appropriately to your FY 2024-2025 budget.
- For questions or assistance, contact Jerri Painter, Disbursements Manager, at jpainter@charlotte.edu.
Credits
Any outstanding credits from vendors must be forwarded to Accounts Payable in Disbursements (acctpay@charlotte.edu) as soon as they are received and no later than 6/20/2025, to ensure they are applied in the current fiscal year, per The Office of the State Controller’s (OSC) policy and the University’s Cash Management Plan.
Important Notes/Deadlines
- Budget Revisions: General fund permanent budget revisions should be submitted to the Budget Office by June 13, 2025, and temporary budget revisions should be submitted by June 20, 2025.
- Deficits: While cleaning up deficits in non-general funds, please use actual expenses rather than transfer codes if you use general funds. These should be submitted by the FTR date above.
- Invoice submission deadline: All invoices must be submitted to Disbursements before 5 p.m. on the above dates. The last check writer will be at Noon on Monday, June 30, unless the State cuts funding before then (revised 6/17/25).
- Receiving deadline: All receiving for goods and services on purchase orders must be entered by Noon on Thursday, June 27. Charges made after the established cutoff date(s) will be applied to FY 2024-2025 budget funds.
Questions
If you have additional questions regarding year-end cut-off dates, please email the respective office below.
| Office | |
|---|---|
| Budget Office | budgetofficesupport@charlotte.edu |
| Disbursements (Accounts Payable & Travel) | acctpay@charlotte.edu or travel@charlotte.edu |
| OneIT Financial Systems Support (e.g., Banner/49er Mart) | finsystems@charlotte.edu |
| General Accounting | generalaccounting@charlotte.edu |
| Purchasing | purchasing@charlotte.edu |
| Purchasing Card | purchasingcard@charlotte.edu |
Last Updated: April 3, 2025