Full List of Resources

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

• Out-of-State Work Approval Form

Purpose: 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. For more details, see the Out-of-State Employees Guidance page.

Last Updated: May 16, 2022

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

Payment Book Receipt (“PBR”)

This is the book receipt form that should be used by all departments on campus that process cards via a University merchant account. Merchants must submit this form to allocate receipts to the appropriate Banner fund(s) and account(s).

Last Updated: January 11, 2021

Payment Research Request eForm (PRR)

Purpose: Use this form to provide the General Accounting department with information needed to research and/or void a check or direct deposit payment to students, vendors, or employees. Please use the Check Number found in Banner Vendor Detail History (FAIVNDH) or contact Payroll at Payrolldept@charlotte.edu or ext. 7-1919 to obtain a payroll check number.

Verify the correct address and direct deposit information is in Banner before submitting this request.

• Students and employees should update their address or enroll in direct deposit at my.charlotte.edu

• Vendor (supplier) addresses should be updated using the Existing Supplier Updates form in 49er Mart.

If fraud is suspected (e.g., altered check, forgery, direct deposit tampering), please contact GeneralAccounting@charlotte.edu immediately to investigate.

Last Updated: October 5, 2021

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 Fund Request Form

Use this form to request a petty cash fund.

Last Updated: February 7, 2022

• Petty Cash Log

This form is a blank petty cash log.

Last Updated: January 11, 2021

• Petty Cash Reimbursement Reconciliation Form

Purpose: This Excel template provides petty cash reimbursement and reconciliation to give Recon & Control the necessary information for replenishing a petty cash fund.

Last Updated: January 11, 2021

• Petty Cash/Change Fund Change of Custodian Form

Use this form to request a change to the custodian for petty cash or change fund.

Last Updated: February 7, 2022

• Petty Cash/Change Fund Procedures

Procedures for Petty Cash and Change Fund at UNC Charlotte.

Last Updated: February 7, 2022

• Pilferable Assets Template Example

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

• Pressing Need or Emergency Justification From

Purpose: Use this form when you have an immediate need to purchase something due to unforeseen causes.

Last Updated: June 29, 2021

• 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

We recognize the critical role business officers and their associates play in the university’s financial operations, serving as the front line for transactions and ensuring compliance. As the university evolves and our teams grow, we are committed to providing enhanced professional development and offering updated and new training courses tailored to your specific needs. This includes targeted microlearnings addressing key financial competencies and common user issues. Training materials are readily accessible on this page and course registration is available through the Learning and Development Portal, unless otherwise noted.

Required System Training

For compliance and security purposes, some systems require training before access is granted.

• Merchant Training – This is a required training for all merchants that accept card information as a form of payment through point of sales, web, phone or paper forms to maintain compliance with the Payment Card Industry Data Security Standard (PCI DSS). Learn more about Merchant Training requirements.
• Purchasing Card Program Training – Provides the purchasing card (P-card) accountholder training. A new on-demand user and biannual cardholder training will be available starting Wednesday, April 9, 2025. Learn more about the Purchasing Card Program Training.
• Offered by the Office of OneIT
  • Banner training required to gain access to Banner, the University’s administrative system of record. Both courses are on-demand self-paced classes.
    • Banner Finance Training – Log into Canvas using your NinerNET credentials, select the Course icon from the left side-bar menu and select Training-Banner Finance (the course list will vary by user).
    • IT Security Training – available in L&D Portal – learn more about IT Security Training

On-Demand Training

On-demand training provides convenient, self-paced learning that you can access anytime, anywhere. Available courses include:

• Navigating Finance Fundamentals – Ideal for employees new to university roles requiring finance and budget competencies or responsibilities, including business officers and business coordinators. Now available in the Learning and Development Portal!
• Sources and Uses of University Funds – Covers the broad categories of funding sources and some key considerations for the use of these funds. Learn more about the Sources and Uses of University Funds.
• Endowment Overview and Update Training – Includes the results of the annual spending calculation and provides a high-level overview of the University’s endowment process. Targeted to those who manage endowment funds for their department. Learn more about Endowment spending.
• Internal Controls presentation – A brief training on internal controls at UNC Charlotte. Learn more about Internal Controls.

Instructor-Led Training

Engage with expert instructors and fellow learners in our live instructor-led courses, offered throughout the year. View the schedule and register through the Learning and Development Portal.

• Charlotte’s Travel (everything you need to know about traveling for UNC Charlotte)
• Complex Payments and Tax Guidance – For employees who are responsible for submitting payment requests and interested in learning more about the tax implications of payments made by the University
• Employment of Internationals Workshop – Understand immigration, employment and tax requirements for on-boarding international employees
• Fixed Assets – This workshop will benefit asset custodians, inventory coordinators, department business service, or anyone involved with the annual physical inventory process, entering Fixed Assets eForms, and 49er Mart purchasers with account coding
• Purchasing and Accounts Payable 101 – Provides information on the University’s purchasing policies and procedures as well as procedures for invoice payments
• Purchasing 201: Solicitations and Contracts – Detailed training on the competitive solicitation and contract processes
• Hosted by OneIT Financial Systems Support
  • Concur for Purchasing Card Expense Report (Non-travel) – Covers purchasing card (p-card) reconciliation process in Concur for employees who reconcile their own p-cards or have been delegated responsibility for reconciling other employees’ p-cards
  • Concur for Travelers – A walk through of the travel request to expense report process for employees who travel on behalf of the university and are responsible for preparing their own travel-related processes

Microlearning Video Tutorials

Need a quick answer? Our microlearnings provide short, focused videos to guide you through a specific process in minutes. Available videos:

Banner & Perceptive Content Navigation

• How to access historical Treasury Services fund files in Perceptive Content
• How to determine how much the University paid to a vendor for any given year using Banner Finance
• How to look up a fund number in Banner Finance using FTMEELT

Banner Self Service

• How to access your electronic Form W-2 (current employees)

PATH System

• How to set up a process specific approver in PATH (e.g., Concur Cost Object Approver)

More video tutorials will continue to be added! Check back often.

Forums

Join the conversation! Our online forums, offered by Financial Services and partner offices, are excellent for knowledge sharing and connecting with subject matter experts and peers. Find a forum that suits your interests.

• Admin Forum – Monthly training and support for campus administrative staff; learn more about the Admin Forum and Admin Chat Room Group.
• Business Update Forum – Held periodically throughout the 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. Learn more about the Business Update Forum.
• Hosted by OneIT Financial Systems Support
  • 49er Mart Forum – Held the 4th Thursday monthly; forum information will be posted to the 49er Mart message board and in the Learning and Development Portal
  • Concur User Group Forum – Covers a variety of topics such as system updates, best practices, frequently asked questions and answers and discussion of experiences in Concur. You can find the most recent session recordings and slide decks on the Concur landing page. Forum registration (optional) is available in the Learning and Development Portal

Partner Office resources

In addition to the training resources provided above, we collaborate closely with several partner offices to offer a comprehensive learning experience. For specialized training with budgets, please visit the Budget Office website. For resources related to finance and human resources systems, including Banner Finance/HR Position Control/Accounts Receivable modules, related Report Central portals, 49er Mart (eprocurement), Concur (travel and expense), Kronos, Niner Research, Web Time Entry and other ancillary applications the Office of OneIT Financial Systems Support provides extensive online materials. We encourage you to learn more about offered sessions to further enhance your professional development.

additional finance resources

Reference the FAQs available in the Knowledge Base to find answers to common finance and system-related questions.

Last updated: April 4, 2025

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

• Organizational Encumbrance List

Purpose: Review open Purchase Order Encumbrances in Banner.

Last Updated: November 13, 2014