Standards and Governance
Standard for Student-Oriented Activities
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
[1] Refer to OSBM Budget Manual, Section 5.7.3, “Post-secondary Students.”
Last Updated: July 10, 2017
State Purchase and Contract
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.
Last Updated: January 7, 2022
State Surplus Property
Site contains information on state surplus property for sale including auctions, and retail store hours and locations.
Last Updated: January 7, 2022
State Term Contracts (NC Department of Administration)
State Term Contracts (NC Department of Administration)
The Division of Purchase & Contract is dedicated to providing quality products and services at the best available price.
Last Updated: January 7, 2022
Third Party Lodging Policy
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:
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Third Party Lodging Authorization Request, which demonstrates:
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Evidence of cost savings to the State OR
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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.
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Quote for third-party lodging location
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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)
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Note: third party lodging agreements are not allowed among family members
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Three hotel quotes for cost comparison.
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When obtaining comparison quotes, please use the following criteria:
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Three- and four‐star hotels from a travel/hotel booking website (e.g., Hotels.com, Expedia).
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Search for hotels close to the conference or business site.
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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:
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Approved Third Party Lodging Authorization Request with the Travel Reimbursement & Expense Report.
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A copy of the signed rental agreement or other applicable documents (e.g., Airbnb agreement).
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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
Last Updated: July 29, 2021
Travel Expense Currency Conversions
How does Concur handle expenses incurred in a foreign currency?
Purpose: Effective August 8, 2024, international travel will be managed in Concur, which automatically converts expenses incurred in a foreign currency to U.S. dollars using the appropriate exchange rate.
Last Updated: September 12, 2024
Uniform Administrative Requirements for Federal Grants (Uniform Guidance 2 CFR 200)
Purpose: To provide requirements for financial management, monitoring and reporting for Federal funding.
Last Updated: January 12, 2023
University Receipts and Deposit Standards
This page is under construction
Cash receipts are guided by University Policy 602.4, University Receipts and Deposit. Policy 602.4 is supported by standards and guidelines developed by Financial Services.
These standards and guidelines outline minimum requirements related to University or affiliated entity receipts and are designed to assist departments with implementing Policy 602.4, as well as how they relate to Policy 311. All departments must comply with the standards and guidelines by following prescribed guidance or by developing unit-specific procedures that meet or exceed the minimum requirements established by the standards and guidelines.
Standards and guidelines – coming soon!
- Standard for Accepting Electronic Payments
- Guideline for Establishing Merchant Accounts
- Guideline for Maintaining Merchant Accounts
- Guideline for Daily Cash Management
- Guideline for Contracting with Integrated Third Party Service Providers
- Guideline for Outsourced Payment Processing
- Guideline for Payment Card Processing Exceptions
- Guideline for Third Parties Accepting Electronic Payments on behalf of the University or on University Property
- Standard for Handling Cardholder Data
- Standard for Card Present Payment Processing
- Guideline for Card Present Payment Processing
- Standard for Card Not Present Payment Processing
- Guideline for Mail Order Payment Forms
- Guideline for Telephone Order Payments
Last Updated: This page is under construction