Full List of Resources
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
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 Purchase Justification Form
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
Professional Development & Training Materials
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 account holder, reconciler and approver roles user training. A new on-demand user and biannual cardholder training will be available later in 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
- Banner training required to gain access to Banner, the University’s administrative system of record. Both courses are on-demand self-paced classes.
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 Videos
Need a quick answer? Our microlearnings provide short, focused recordings to guide you through a specific process in minutes. Available recordings:
More recordings will be added soon!
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: March 11, 2025
Promotional items vendor list
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
Purchase Order Review
Purpose: Review open Purchase Order Encumbrances in Banner.
Last Updated: November 13, 2014
Purchase Order Terms & Conditions
Purpose: To provide Purchase Order terms and conditions.
Last Updated: January 11, 2021
Purchasing Agent Departmental Listing
Purpose: This file contains a table of purchasing agents by level 5 organizational code.
Contact Email: purchasing@charlotte.edu
Last Updated: See date in workbook tab
Purchasing Card eForms
Purpose: The Purchasing Card (p-card) electronic forms (eForm) manage p-card accounts, including requesting new cards, updating account details and closing existing cards to ensure compliance with university policies.
- New p-card: Use this eForm to request a new p-card, e.g., if you are a new employee or transfer to a different department and your new position requires the use of a p-card.
- Edit p-card: Use this eForm to report p-card account changes, e.g., legal name change, change organization and fund codes assigned to the card, change spend control profiles, or change the reconciler or approver.
- Close p-card: Use this eForm to close an existing p-card account, e.g., if an employee transfers to another department, has terminated employment, the card is no longer used, or if card use is not in compliance with policy and supporting procedures.
Access: Use your UNC Charlotte login credentials to access this eForm.
Additional Resources: View the p-card eForm FAQs for more information.
Contact Email: purchasingcard@charlotte.edu
Last Updated: October 1, 2024
Purchasing Card Manual
Purpose: Provides general Information and detailed procedures for card issuance and card processes, purchasing guidelines and documentation requirements.
Last Updated: January 8, 2025
Purchasing Card Program Training
Purpose: To provide the purchasing card account holder, reconciler and approver roles user training workshop registration information and the related presentation. New biannual cardholder training coming soon!
Register for this one-hour virtual P-card user training session by logging into the University’s Learning and Development Portal. Once logged into the Portal, select Learning > Learner Home. Enter “p-card” in the search box and tap the enter key. Select the p-card result to view all available sessions and register. For additional Portal details, please reference the Learning and Development FAQs.
Contact Email: purchasingcard@charlotte.edu
Last Updated: January 7, 2025
Purchasing Card Reference Guide (PCRG)
Purpose: This guide is meant to serve as a one-stop reference for purchasing card (p-card) users and combines multiple resources into one document.
Last Updated: August 8, 2024
Purchasing Manual
Purpose: The purchasing manual is an official guide for the departments, schools, divisions, offices, and other organizational entities of UNC Charlotte. These policies should be used for the procurement and handling of supplies, materials, equipment, and services as directed by the General Statutes of the State of North Carolina and as stated in University Policy 601.11, Purchasing Policy.
Please contact Purchasing office if your specific question is not covered.
As purchasing policies or procedures change, this webpage will be updated. Please bookmark this site and refer to it often.
Scott Brechtel, Director of Materials Management
Contact Email: purchasing@charlotte.edu
Last Updated: March 10, 2025
Red Flag Detection Form
Purpose: Please complete and submit this form when an identity theft Red Flag is detected in the course of University operations.
Last Updated: October 26, 2023
Red Flags Rule
Overview
The Red Flags Rule (Rule) was issued in 2007 by the Federal Trade Commission (FTC) after the Fair and Accurate Credit Transactions Act (FACTA) added provisions to the Fair Credit Reporting Act (FCRA) designed to improve the accuracy of consumers’ credit-related records and directed the FTC to issue guidelines for financial institutions and creditors regarding identity theft with respect to their account holders and customers. The Rule is actually three different but related rules, two of which apply to the University.
The Rule requires financial institutions and creditors that offer or maintain one or more covered accounts to implement a written Identity Theft Prevention Program (ITPP) designed to detect, prevent, and mitigate identity theft. Red Flags are suspicious patterns or practices or specific activities that indicate the possibility that identity theft may occur. The University’s ITPP was initially approved by the University’s Board of Trustees in 2009, and last revised in 2022. All departments, colleges, and units who are involved with handling Personally Identifiable Information (PII) in connection with the opening of covered accounts and with respect to existing covered accounts must comply with the University’s ITPP and develop reasonable processes and procedures to verify the identity of persons for whom services are being provided and to detect, prevent, and mitigate any instances of identity theft.
The Rule also requires a user of a consumer report to employ reasonable policies and procedures when the user receives a notice of address discrepancy. Therefore, to prevent identity theft regarding an employment or volunteer position for which a credit or background report is sought, University personnel shall take the following steps to assist in identifying address discrepancies:
- Require written verification from any applicant that the address provided by the applicant is accurate at the time the request for the credit report is made to the consumer reporting agency; and
-
If notice of an address discrepancy is received, verify that the credit report pertains to the applicant for whom the requested report was made and report to the consumer reporting agency an address for the applicant that the University has reasonably confirmed is accurate.
Other links of interest
- Full text of the FTC’s Fair Credit Reporting Act FCRA 15 U.S.C. §§ 1681-1681x, as amended by the Fair and Accurate Transaction Act of 2003 (effective Sep. 1, 2011)
- Full text of the FTC’s Red Flags Rule FTC 16 CFR Part 681, as amended by the Red Flag Program Clarification Act of 2010 (effective Jan. 1, 2011)
- SEC and CFTC’s final Identity Theft Red Flags Rule rule (effective May 20, 2013)
- Other FTC resources:
- NACUBO Red Flags Rule resources
- IRS site on Identity Protection
- NC Identity Theft Protection Act of 2005, via S1048
- UNC System Guidance (Feb. 2009)
UNC Charlotte Procedures and Forms
Red Flags Rule Annual Survey, to be completed by Key Areas (as defined in Procedures).
Red Flag Detection Form, to be completed if Red Flags are detected in the course of University operations.
Note that, while Key Areas must comply with the University’s ITPP, from a Red Flags Rule risk management perspective, all employees who are involved with handling PII must comply with the following procedures related to information security and fraud prevention.
Protection of Personally Identifiable Information
To further prevent the likelihood of identity theft occurring during the conduct of University business, the University will take the following steps with respect to its internal operating procedures to protect PII:
- Ensure that its website is secure or provide clear notice that the website is not secure;
- Ensure complete and secure destruction of paper documents and computer files containing individual account information when a decision has been made to no longer maintain such information;
- Ensure that office computers with access to PII are password protected;
- Ensure that laptops are password protected and encrypted;
- Avoid use of social security numbers when possible;
- Ensure the security of physical facilities that contain PII;
- Ensure that transmission of PII is limited and encrypted when necessary;
- Ensure computer virus protection is up to date; and
- Require and keep only the kinds of individual information that are necessary for University purposes.
Hard Copy Distribution
Each employee and contractor performing work for the University will comply with the following security measures related to hard copy files with PII:
- File cabinets, desk drawers, overhead cabinets, and any other storage space containing documents with PII will be locked when not in use, when unsupervised, and at the end of each workday.
- Clear desks, workstations, work areas, printers and fax machines, and common shared work areas of all documents containing PII when not in use.
- Whiteboards, dry-erase boards, writing tablets, and other writing surfaces in common shared work areas with PII will be erased, removed, or shredded when not in use.
- When documents containing PII are discarded, they will be placed inside a locked shred bin or immediately shredded using a mechanical crosscut or Department of Defense-approved shredding device. Label locked shred bins as “Confidential paper shredding and recycling.”
The following can be used to educate your staff regarding the Red Flags Rule and University’s ITPP:
- UNC Charlotte’s Red Flags Rule – ITPP Procedures include definitions and specific actionable items on how to prevent and mitigate identity theft, including a “Red Flag Identification and Detection Grid.”
- For information about data classification and handling, visit the Standard for Information Classification.
Last Updated: September 30, 2024