Full List of Resources
Business Update Forum
Business update forum
Join us as various 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 and systems are also discussed. These sessions are open to UNC Charlotte staff and faculty.
Upcoming Forum Session
Fall 2024 – to be scheduled
Past Forum Materials
About 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 and support 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.
Email Lisa Dooley at ldooley@charlotte.edu to submit topic suggestions or request to present at a future Business Update Forum.
Last Updated: April 18, 2024
Capital Assets Standards
Purpose: Provides baseline standards for the capital assets process of the UNC System and general guidance on recording and maintaining capital assets.
Last Updated: June 2023
Change Fund Reconciliation Form
Purpose: To assist with change fund reconciliation
Last Updated: January 11, 2021
Change Fund Request Form
Purpose: Use this form to request a change fund.
Last Updated: February 7, 2022
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: April 1, 2024
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@uncc.edu with questions related to the completion of this form.
Last Updated: January 11, 2021
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: April 7, 2023
Contract Checklist
Displays the Contract Checklist Flowchart
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: November 13, 2023
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