Standards and Governance

Spending is guided by University Policy 601.8, Appropriate Use of University Funds. Policy 601.8 is supported by standards developed by Financial Services.

These standards outline minimum requirements related to common fund expenditures and are designed to assist departments with implementing Policy 601.8. All departments must comply with the standards by following prescribed procedures or by developing unit-specific procedures that meet or exceed the minimum requirements established by the standards. 

The Allowable Fund Use Table provides an overview of allowable fund sources for common fund expenditures.

STANDARDS

• Standard for Meals and Entertainment
• Standard for Conferences and Events
• Standard for Marketing and Development
• Standard for Gifts, Awards, and Other Payments
• Standard for Student-Oriented Activities

ALLOWABLE FUND USE TABLE

Click the image below to enlarge:

TRAINING

Sources and Uses of University Funds Training

• 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.

These files contain a list of vendors debarred from doing business with the State of North Carolina, including their location, date of debarment, and reason for debarment.

All air travel and cargo transportation services funded by the federal government are required to use a “U.S. flag” air carrier service. You can find a complete list of certified U.S. flag air carriers on transportation.gov.

Established in 1984, the GASB is the independent, private-sector organization based in Norwalk, Connecticut, that establishes accounting and financial reporting standards for U.S. state and local governments that follow Generally Accepted Accounting Principles (GAAP).

The Internal Revenue Service is the nation's tax collection agency and administers the Internal Revenue Code enacted by Congress.

The Statewide IT Procurement Office establishes processes, specifications, and standards for IT products and services that are purchased, licensed, or leased by state agencies and educational entities.

Text of the statute: North Carolina Daily Deposit Act.

The North Carolina Department of Revenue's mission is to fund public services benefiting the people of North Carolina.

As the State's Chief Fiscal Officer, the Controller serves as an independent resource to promote accountability while protecting the financial integrity of the State.

Merchants that accept credit and debit cards are required to adhere to certain rules and standards designed to protect cardholder account data. The various rules and standards are issued individually by the card associations and collectively by the Payment Card Industry (PCI) Security Standards Council. State entities accepting credit cards are required to adhere to these rules and standards. Information contained herein is intended to provide guidance regarding compliance.

The Office of State Human Resources vision is to excel as a leader and partner in managing Human Resources for a North Carolina State Government that reflects the diversity and talent of our state.

The North Carolina Office of the State Auditor (OSA) performs an array of work, including financial statement audits, financial-related audits, performance audits, information technology audits, and investigative reports. We examine all facets of state government, including education, health, transportation, computer systems, regulatory processes, and public safety. OSA conducts special studies as requested by the Legislature and audits federal grant programs to ensure North Carolina can continue to receive federal money. Our work helps improve the efficiency of state government and helps the state retain its coveted AAA bond rating.

I. Executive Summary and Purpose

The Payment (Credit/Debit) Card Processing Standard provides the requirements and direction for all payment (credit/ debit) card processing activities at UNC Charlotte.

The following sources were consulted and provide the basis for this program: ISO 27002 and the Payment Card Industry Data Security Standards (PCI DSS).

This Standard defines the responsibilities of employees, administrative units, organizations and affiliates that process payment cards on behalf of UNC Charlotte or its affiliates or have access to UNC Charlotte’s computing and network resources that are utilized for the processing of payment cards.  All relevant provisions contained in University Policy #311 and the Standard for Responsible Use are applicable and included by reference in this document. This Standard supersedes all other associated UNC Charlotte regulations and procedures pertaining to payment card processing.

II. Scope

This standard applies to:

A. All academic and administrative units, organizations, affiliates, and employees of UNC Charlotte who accept credit/debit card payments for University business.

B. All external organizations contracted to provide outsourced services for Credit/Debit Card Processing for University business by the parties described in II. A.

C. All academic and administrative units, organizations, affiliates, and employees of UNC Charlotte who provide Credit/Debit Card Processing services for third parties.

III. Standard

A. Units must obtain approval from the Vice Chancellor for Business Affairs (VCBA) or his/her designee to process Payment (Credit/Debit) Cards.

This includes, but is not limited to:

1. All contract and software and/or equipment purchases or usage.  This applies regardless of the transaction method used (e.g. eCommerce, POS device, mobile capture, or eCommerce outsourced to a third party).  All outsourcing agreements must meet the standards set forth in the Payment (Credit/Debit) Card Processing Procedures.
2. All technology implementations associated with Payment (Credit/Debit) Card Processing.  Implementations include any activity that impacts UNC Charlotte ITS infrastructure, enterprise applications, security, and/or staffing, as well as those that might impact the designated VCBA platform for card processing and/or the staff associated with it.  All technology implementations (including approval of authorized payment gateways) associated with the Payment (Credit/Debit) Card Processing must be in accordance with the Payment (Credit Card) Processing Procedures.
3. All methods of capture and transmission of payment card data.
4. The approval of campus units, organizations, or individuals to conduct business utilizing payment cards and the approval of staff within their areas to interface with payment card data.

B. All Payment (Credit/Debit) Card Processing activities must be registered with the unit designated by the VCBA.

C. Cardholder data may not be stored on any UNC Charlotte computer device or network. Any exceptions must be in writing and signed by both the VCBA and Chief Information Officer (CIO). Anyone who is granted an exception must contact ITS Information     Security for assistance with interpretation and implementation.

D. All departments or units which receive approval for UNC Charlotte card processing activity must comply with the Payment Card Industry Data Security Standards (PCI DSS) and are required to validate their compliance as specified by the Standard and UNC Charlotte validation requirements.

E. All Payment (Credit/Debit) Card Processing activities must comply with the state of North Carolina General Statutes (G.S.) and policies.  That includes but is not limited to the North Carolina (NC) G.S. 147-77 (Daily Deposit Act), NC Office of the State Controller (NC OSC) Policy 500.1 (Maximization of Electronic Payment), 500.2 (Master Services Agreements for Electronic Payments), 500.11 (Compliance with PCI Data Security Standards), 500.13 (NC Security and Privacy of Data), and NC Session Law 99-434 which amended multiple General Statutes related to the acceptance of electronic payments.

F. All staff that interface with payment card activities, cardholder data, and/or associated reporting or administrative portals must meet requirements detailed within the PCI DSS and Payment (Credit/Debit) Card Processing Procedures.

G. All Payment (Credit/Debit) Card Processing will be conducted according to current Payment (Credit/Debit) Card Processing Procedures.

IV. Procedures

The Payment (Credit/Debit) Card Processing Procedures document provides the details for implementing this Standard. These procedures carry the full force of this Standard.

V.  Revisions and Exceptions

This Standard may be revised only with the approval of the VCBA or his/her designee of UNC Charlotte.  The VCBA and the CIO may grant exception to this Standard or the Payment (Credit/Debit) Card Processing Procedures document by mutual agreement.

Related Resources

Legal References:

• Payment Card Industry Data Security Standard (PCI-DSS)
• North Carolina State Laws and Regulations
  • NC G.S. 147-77 (Daily Deposit Act)
  • NC Session Law 99-434
  • NC OSC Policy 500.1 (Maximization of Electronic Payment)
  • NC OSC Policy 500.2 (Master Services Agreements for Electronic Payments)
  • NC OSC Policy 500.11 (Compliance with PCI Data Security Standards)
  • NC OSC Policy 500.13 (NC Security and Privacy of Data)

Other References:

• UNC Charlotte Credit/Debit Card Processing Procedures
• UNC Charlotte Policy 307 Responsible Use of University Computing and Electronic Communication Resources
• UNC Charlotte Policy 311 Information Security 
• UNC Charlotte Standard for Information Classification
• UNC Charlotte Guideline for Data Handling
• ISO/IEC 27002

ISO/IEC 27002 was adopted by The University of North Carolina at Charlotte in 2012. All standards and guidelines are based on this code of practice for Information Security Management

Revision History

Approved:  10/5/2006
Revised:  1/7/2015

The Payment Card Industry (PCI) Security Standards Council’s mission is to enhance global payment account data security by developing standards and supporting services that drive education, awareness, and effective implementation by stakeholders.

Social Security website helps individuals get secure access to the information they need.

Purpose

The purpose of this standard is to provide guidance on the requirements for the use of University funds to pay for professional business activities considered external conferences, internal conferences, training sessions, or retreats.    

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

1. External conferences, internal conferences, and training sessions:  Operating funds may be used for external conferences, internal conferences, or training sessions, subject to the provisions below.
   1. The conference or session must be planned in detail in advance, have a formal agenda or curriculum, and have a written invitation to participants.
   2. The conference must be held in state facilities when possible.
   3. The conference or session must be attended by ten (10) or more participants in order to use The General Fund, Institutional Trust Funds, or Special Funds for refreshments, limited to $5.00 per person per day^[1].
   4. External conferences: An external conference is one that is attended by persons other than employees of a single agency. The registration fee must include meal costs in order for the University to pay for meals from the General Fund, Institutional Trust Funds, or Special Funds. The registration fee cannot, however, consist exclusively of meals. Registration fees cannot include costs of entertainment, alcohol, setups, flowers, and promotional (gift) items. Any registration fees collected in excess of related expenses cannot be used for other programs and must revert to The General Fund. The General Fund may not be used to pay for conference meals if a conference fee was not charged. Grant or trust funds that allow for the provision of conference meals can be used for that purpose if explicitly stated^[2].
   5. Internal conferences: An internal conference is one that is attended by employees within a particular agency only. A routine staff meeting is not an internal conference. No payment for meals is allowable from The General Fund, Institutional Trust Funds, or Special Funds unless overnight travel criteria are met^[3].
   6. Training sessions: Training involves courses that further develop an employee’s knowledge, skill, and ability to perform the duties of their present job, such as courses on computer usage or management skills development. No payment for meals is allowable from The General Fund, Institutional Trust Funds, or Special Funds unless overnight travel criteria are met^[4]. The General Fund, Institutional Trust Funds, or Special Funds may be used for training books and materials related to training sessions, provided those books are required to participate in the training sessions. These books are considered the property of the University, not the employee.
   7. Discretionary funds may be used for any costs not allowed under the provisions listed above as long as the event has valid University business purpose.
2. Retreats:  The General Fund, Institutional Trust Funds, or Special Funds may only be used for management retreats held by the Chancellor for their management team^[5]. Discretionary funds may be used for other University-related retreats with a valid University business purpose.

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

Purpose

The purpose of this standard is to provide guidance on the requirements for the use of University funds to pay for gifts, awards and other payments 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

1. Awards and Gifts:  Institutional Trust Funds, Special Funds, and Discretionary Funds may be used to purchase awards and gifts in accordance with University Policy 602.11, Gifts, Awards and Prizes as long as the spending restrictions of the fund are met. The General Fund may only be used if the awards and gifts are made through a Chancellor-approved program, University-sanctioned program, or under the North Carolina Employee Suggestion System (administered by the North Carolina Office of State Human Resources). Examples of University-sanctioned awards are the Teaching Excellence Award, state service awards, awards during the staff appreciation celebration, or award programs that have been approved by an office with University scope (such as Academic Affairs or Human Resources). Chancellor-approved award programs must have an appropriate fund source identified. In addition, State funds may be expended, not to exceed $100 per employee, for the purchase of a plaque or for the printing and framing of the certificate.
2. Convenience Items for Employees:  Discretionary funds are the only funds that may be used to purchase convenience items for employees. These are items that are used and reside in the workplace for the convenience of the employee. Examples of such items include televisions, refrigerators, microwaves, and coffeemakers. All equipment, including convenience items, must be accounted for as described in University Policy 601.15, Control and Management of University Equipment and Other Property.  
3. Gross-Up Payment:  Discretionary funds are the only types of funds that may be used for this purpose. If a payment or reimbursement is not in compliance with the University’s accountable plan^[1] or fringe benefit exclusions, then the amount of the payment or reimbursement will be treated as taxable income to the recipient, regardless of the type of funds used for payment. Payments to an employee’s spouse, guest, and/or children will be treated as having been made to the employee. In this situation, the department can choose to gross up the payment so that the employee’s tax liability is paid for by the department. Discretionary funds are the only types of funds that may be used for this purpose.^[2]
4. Transportation-Related Expenditures:  Any funds may be used for non-employee business-related parking (e.g., validated tickets for job candidates). Only Discretionary funds may be used for the incremental cost for a reserved parking space for an employee. No funds may be used for employee commuting expenses, including to purchase parking permits for employees. For procedures related to CATS all-access transit passes, see the FAQ page.
5. Relocation and Moving Costs:  Relocation and moving costs are expenses incurred by an employee for the relocation of their personal residence due to a work-related event. Discretionary funds may be used for relocation and moving costs for new employees. The General Fund, Institutional Trust Funds, and Special Funds may not be expended for this purpose unless the conditions and limitations of the North Carolina Budget Manual are met^[3]. 
6. Retirements and Faculty Receptions:  Discretionary funds are the only types of funds that may be used for retirement and faculty receptions. A reception is a form of celebration to honor an employee. Documentation must include a copy of the reception announcement.
7. Membership Dues, Professional Certifications, Other Payments:  Per the State Budget Manual, membership dues paid from state funds should be kept to a minimum. Discretionary funds may be used to pay for an employee’s business-related membership dues or professional certification costs. If using the General Fund, Institutional Trust Funds, or Special Funds for such costs, the following additional requirements apply:
   1. The General Fund, Institutional Trust Funds, and Special Funds may only be used for business-related membership dues if the benefit of the membership is for the State and the position for which the individual is employed. The department head or their designee must review and approve all memberships to determine that the benefits accruing to the State from such memberships will exceed the costs. If a membership is in the name of an employee, the membership must terminate or be transferred to another employee when the former employee leaves the position^[4].
   2. The General Fund, Institutional Trust Funds, and Special Funds may only be used to reimburse an employee for the cost of maintaining a professional license or certification if the license/certification is a condition of employment.  Any fees directly associated with initially obtaining that license or certification are not reimbursable^[5]. 
8. Contributions to external non-profit organizations:  University Policy 602.5, "Contributions to Non-Affiliated Agencies", prohibits the use of state appropriated funds to contribute to external nonprofit organizations, and other University funds should generally not be used to make contributions to external organizations.  However, discretionary funds may be considered on a case-by-case basis for contributions to non-profit organizations if all of the following criteria are met (must be approved in advance by Treasury Services):
   1. A substantiated business purpose consistent with the mission/purpose of the related University department can be demonstrated that will provide a benefit to the University as a result of the contribution;
   2. No conflict of interest (or perceived conflict) is created as a result of the contribution; and
   3. The recipient organization must be a bona fide nonprofit organization recognized by the IRS, and such a contribution does not threaten the tax exempt status of the University or its affiliated entities.

Related Resources

• University Policy 601.8, Appropriate Use of University Funds
• University Policy 602.11, Gifts, Awards, and Prizes
• University Policy 601.15, Control and Management of University Equipment and Other Property
• Allowable Fund Usage Table 
• University Financial Management Guidelines
• North Carolina Budget Manual

Revision History

• Initially approved May 1, 2017
• Updated May 12, 2017
• Revised July 10, 2017
• Revised April 29, 2019
• Revised March 6, 2020
• Revised April 1, 2021
• Revised March 23, 2022

^[1] UNC Charlotte’s accountable plan, as established per IRS Regulation Section 1.62-2 (c-g) & (i), requires employee requests for reimbursements to be made within 60 days after the expense is paid or incurred in order for the reimbursement to be excluded from the employee’s wages and not subject to withholding taxes. Requests for reimbursements such as those made on a Direct Pay Request (DPR) or travel reimbursement form made after the 60-day period will be included in the employee’s gross income and reported as wages or other compensation on the employee’s Form W-2.

^[2] The gross-up calculation can be found on the Financial Services Forms website: http://finance.d07-stage.charlotte.edu/resources/forms.

^[3] The moving expense procedures can be found on the Financial Services website: https://finance.charlotte.edu/resources/controllers-office/unc-charlotte-moving-expense-procedures.

^[4] Refer to OSBM Budget Manual, Section 6.4.5, “Membership Dues.”

^[5] Refer to OSBM Budget Manual, Section 6.4.6, “Academic Assistance – Tuition, License, and Certificate Fees.”

Purpose

The purpose of this standard is to provide guidance on the requirements for the use of University funds to pay for marketing and development expenses 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

1. Advertising, Marketing, and Promotional Items:  
   1. For purposes of this standard on fund usage, "Advertising, Marketing, and Promotional Items" includes, but is not limited to, items such as advertising space, pens, pencils, erasers, water bottles, coffee mugs, ties, scarves, and key chains. It does not include informational documents and notices and signage for instructional activities, student support services, student activities, or faculty or staff recruitment; these expenses are not subject to the fund usage limitations described here.  
   2. Discretionary funds may be used for advertising, marketing, and promotional expenses. 
   3. General Funds, Institutional Trust Funds, and Special Funds can only be used for advertising, marketing, and promotional expenses if appropriated or received for this purpose (per OSBM Budget Manual, Section 4.10).
      1. Acceptable fund sources for advertising, marketing, and promotional items include graduate tuition increments, student fees, extension instruction fees, and sales and services revenues.
      2. These funds may be used to purchase articles of clothing only if they meet a security or safety need; prior approval from the University Budget Office is required for any purpose unrelated to safety/security. 
2. Amenity:  Discretionary funds may be used to purchase amenities. An amenity is a gift item that helps to build, strengthen and promote relationships with groups and individuals, on and off campus. These expenditures are appropriate for the Chancellor’s Office and University Advancement, and for officially sanctioned for University activities, such as commencement, convocation, or official staff recognition activities.  

Discretionary funds are the only types of funds that may be used for cultivation of donors and potential donors and development of community and institutional relationships, which may include business meals, entertainment, and amenities (refer to the Standard on Meals and Entertainment for additional guidance).

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

• Initially approved May 1, 2017
• Updated May 12, 2017
• Revised July 10, 2017
• Revised December 21, 2017

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

1. 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:
   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.
      1. 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.  
   2. 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.
      1. 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]; excess costs over the state subsistence amount may be paid from Discretionary funds.
      2. Discretionary funds are the only types of funds that may be used for cultivation of donors and potential donors and development of community and institutional relationships, which may include business meals, entertainment, and amenities. Examples of non-travel related business meals include solicitation or cultivation of a donor, recruitment of faculty/staff, purchases of tables at community-sponsored events, or hosting of receptions and booths where participation serves to enhance the University’s relationship with the community.
      3. The General Fund, Institutional Trust Funds, or Special Funds may not be used for meals in conjunction with an employee’s^[2] normal day-to-day business activities, for meals attended only by University employees, or for employees’ meals for required attendance at student meetings or training. Discretionary funds may be used for such meals if the event has a valid University business purpose but does not meet all of the North Carolina Budget Manual requirements.  
2. Entertainment:  Discretionary funds are the only types of funds that may be used for entertainment. Entertainment includes amusement or social activities and items relating thereto, such as meals, lodging, rentals, transportation, and gratuities. The General Fund, Institutional Trust Funds, or Special Funds may not be expended for this purpose, except Student Fee Funds, which may be used for student-oriented entertainment (refer to Standard on Student-Oriented Activities for additional guidance).
3. Alcohol:  Discretionary funds are the only types of funds that may be used to purchase alcohol. See University Policy 706, Alcoholic Beverages, for required prior approvals and other requirements before purchasing alcohol. The only exception to the prior approval requirement is for business meals.

Related Resources

• University Policy 601.8, Appropriate Use of University Funds
• University Policy 706, Alcoholic Beverages
• Standard for Student-Oriented Activities 
• Allowable Fund Usage Table 
• University Financial Management Guidelines
• University Travel Manual
• North Carolina Budget Manual

Revision History

• Initially approved May 1, 2017
• Updated May 12, 2017
• Revised July 10, 2017

^[1] Refer to OSBM Budget Manual, Section 5.1.11, “Reimbursement for Meals,” Section 5.1.12, “Meals during Overnight Travel”; and Section 5.1.13, “Meals during Daily Travel.”

^[2] Refer to UNC Policy 300.3.3[G] for a description of the circumstances in which a student-employee may be considered subject to the State Human Resources Act (SHRA), and consequently, subject to the same fund use requirements as a “regular career employee.”  

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

• Initially approved May 1, 2017
• Updated May 12, 2017
• Revised July 10, 2017​

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.

Site contains information on state surplus property for sale including auctions, and retail store hours and locations.

The Division of Purchase & Contract is dedicated to providing quality products and services at the best available price.

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:

• Third Party Lodging Authorization Request, which demonstrates:

  • Evidence of cost savings to the State OR

  • 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.

• Quote for third-party lodging location

  • 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)

Note: third party lodging agreements are not allowed among family members

• Three hotel quotes for cost comparison.   

  • When obtaining comparison quotes, please use the following criteria:

    • Three- and four‐star hotels from a travel/hotel booking website (e.g., Hotels.com, Expedia).

  • Search for hotels close to the conference or business site.

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:

• Approved Third Party Lodging Authorization Request with the Travel Reimbursement & Expense Report.

• A copy of the signed rental agreement or other applicable documents (e.g., Airbnb agreement).

• 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

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.

US Department of State - Offices of Allowances

As a first step in planning any trip abroad, check the Travel Advisories for your intended destination. You can see the world at a glance on their color-coded map.

Purpose: To provide requirements for financial management, monitoring and reporting for Federal funding.