Full List of Resources
Admin Forum and Admin Chat Room Group
workshops
Program for Administrative Certification (PAC)
As an administrative employee, you may encounter unfamiliar procedures and questions you may not know the answers to, i.e., Who do you ask? How do you find the answers? Human Resources Learning and Organizational Development offers workshops through the Program for Administrative Certification (PAC) where you will obtain knowledge of various policies and procedures needed to assist you in your position. We strongly encourage you to consider participating in this program.
Admin Forum
In addition to these workshops, there is an administrative support group that offers monthly training and support and a way to communicate with other administrative staff across campus.
The purpose of the group is to communicate to all administrative employees new procedures as they develop, to open up communication for the administrative employees to voice their needs, and for everyone to share their best practices with each other.
Upcoming Admin Forum Sessions
Registration information for all Admin Forum sessions can be found in the Learning and Development Portal events calendar.
- June 18, 2024: Receiving & Stores / Surplus | Register here
Admin chat room group
An Admin-Chat-Room Google Group is available for you to join. It is a tool to help administrative employees keep in touch with each other, and in addition to Niner Insider, Inside UNC Charlotte, and other Groups and system emails, will be used to announce changes in policies, procedures, etc. You may also utilize the Admin-Chat-Room-Group to ask questions to all administrative employees on campus by sending an email to Admin-Chat-Room-Group@charlotte.edu.
Not already a member? Add yourself to this group!
Contact an Admin Coordinator: admin-coordinator@charlotte.edu
Jennifer Campbell
Phone: 704-687-5813
Email: jennifer.campbell@charlotte.edu
Debra A. Bunker
Phone: 704-687-7541
Email: dbunker@charlotte.edu
Tina Moody
Phone: 704-687-7320
Email: tina.moody@charlotte.edu
Last Updated: April 16, 2024
Airfare, How to Pay
Payment method:
The preferred method for purchasing airline tickets is to use a University-issued Purchasing Card (P-card).
Other allowable methods include:
- Direct bill to AAA of the Carolinas
- Submit a Travel Reimbursement and Expense Report form
Note: Refer to University Policy 601.8, “Appropriate Use of University Funds” to confirm if this is a permissible use of funds for your area.
Rationale and other considerations:
The cost of commercial airline tickets (coach rate) is allowable when purchased for the purpose of traveling on University business. Because the P-card allows for an improved approval and prepayment process, it is the preferred purchasing method for buying airline tickets.
If the employee is combining business and personal activities in the same trip, only the expense related to the business portion of the trip is allowable. Please refer to the University Travel Manual for additional information.
How to do it:
- Complete a Travel Authorization form and obtain supervisor approval (additional special fund approval may be required, such as Grants & Contracts Administration or Treasury Services).
- Upon approval of the Travel Authorization form, the traveler or their designee may then purchase their airline tickets (coach rate) using a P-card. When using the P-card for travel expenses, follow the guidelines and processes identified in the Travel Manual (link provided below).
| Policies | Procedures | Forms/Links | Training and Reference Materials |
|---|---|---|---|
| University Policy 602.7, Travel Authorization and Reimbursement
OSBM Budget Manual (Refer to Section 5 for Travel Policies) University Policy 601.8, Appropriate Use of University Funds |
Purchasing Card Manual | Know Before You Go: General Guide for Travelers |
Contact for additional questions:
Email the travel inbox at travel@charlotte.edu, or refer to the list of contacts on the Disbursements-Travel webpage.
Last Updated: November 10, 2014
Appropriate Use of University Funds Standards
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 Conferences and Events
- Standard for Expenditures from Distinguished Professorship Funds – New February 2024
- Standard for Gifts, Awards, and Other Payments
- Standard for Marketing and Development
- Standard for Meals and Entertainment
- Standard for Student-Oriented Activities
ALLOWABLE FUND USE TABLE
Click the image below to enlarge:
TRAINING
Sources and Uses of University Funds Training
Last Updated: February 1, 2024
Bank of America Works
The Works application is a web-based, user-friendly electronic card payment management service that automates, streamlines, and integrates existing payment authorization and reconciliation processes while providing management reporting & spending controls.
Last Updated: December 8, 2014
Banner – New Banner Fund Request (NBFR)
Banner – New Banner Fund Request (NBFR)
Purpose: Use this Excel form to request a new Banner fund (excludes grants and contracts administered through Research Cost Management).
Last Updated: December 8, 2021
Banner Detail Code Maintenance Form
Use this form to add, delete, or modify a Detail Code in Banner Student.
Contact Email: finsystems@charlotte.edu
Last Updated: January 28, 2021
Banner Finance Quick Reference Card
Last Updated: September 25, 2023
Purpose: A cheat sheet containing Banner Finance 9 references.
Contact Email: finsystems@charlotte.edu
Banner Finance, AR, and HR Security Class Descriptions
Last Updated: September 1, 2023
Purpose: List security class descriptions found in Banner Finance, AR and HR.
Contact Email: finsystems@charlotte.edu
Banner Finance/49er Mart
To determine the specific area of training required, review the guide below.
Departmental financial responsibilities
Users who have departmental financial responsibilities, including grants administration, budget management, use Finance reports or initiate financial paperwork, complete
- Banner Finance Training class available through Canvas
- Request for Banner Finance/49er Mart Access form
Purchase and purchase approval
Users who purchase or approve the purchase of goods and services or enter receiving through 49er Mart, review
- 49er Mart Training available through Canvas
Salary and position monitoring and reconciliation
Users who monitor salary/position administration and reconciliation, complete
- Banner Finance Training class available through Canvas
- Request for Position Control Access form
- Review the EPAF documentation
Approve student and temporary employee timesheets
Users who approve timesheets for Students or Temporary Employees, complete
- Review the WTE documentation
- Send an email to webtimeentry@charlotte.edu requesting access.
Grant or University Fund view access
Users who only need access to view Revenue and Expense information about Grant or University Funds.
- Complete SSB Form on Request for Banner Finance/49er Mart Access Form
Contact Email: finsystems@charlotte.edu
Last Updated: August 2, 2023
Banner Finance/49er Mart Access Request
Purpose: This form should be used to request, change, or terminate access to Banner Finance or 49er Mart. This access requires the completion of two courses: Banner Finance Training (in Canvas) and Security Awareness Training (in LOD Portal).
Contact Email: finsystems@charlotte.edu
Last Updated: October 11, 2022
Banner Fund Name Change
Purpose: Use this form to change the title on a Banner Finance Fund.
Contact Email: finsystems@charlotte.edu
Last Updated: November 18, 2021
Banner HR Quick Reference Card
Purpose: Banner HR QuickCard Reference
Contact Email: finsystems@charlotte.edu
Last Updated: October 19, 2023
Banner Organization Code/Financial Manager Chart
Banner Organization Code/Financial Manager Chart
Purpose: Chart of Banner Organization and Financial Management Codes.
Contact Email: finsystems@charlotte.edu
Last Updated: April 1, 2024
Banner Request for Position Control Access
Purpose: This form should be used to request access to salary and position information related to all EHRA, SHRA, Temporary, and Student Workers. This access requires the completion of two courses: Banner Finance Training (in Canvas) and Security Awareness Training (in LOD Portal).
Contact Email: finsystems@charlotte.edu
Last Updated: December 12, 2023
Banner Request to Change Financial Manager
Purpose: This form should be used to:
- Identify the person fiscally responsible for the budgeting and accounting for the organization
- Change the Financial Manager due to staff turnover, the appointment of an interim
- Identify a new permanent Financial Manager (due to the creation of a new organization code)
Note that the Financial Manager for an organization (division, college, school, or department) must be a Dean, Chair, Director, Vice Chancellor, Associate Vice Chancellor, etc.
Contact Email: finsystems@charlotte.edu
Last Updated: October 7, 2022
Banner Rule Codes
Purpose: To provide a list of Banner rule codes. Rule codes are defined system codes that determine how transactions are handled, e.g., determine ledgers posted to, budget bucket to place a budget transaction, helps identify the transaction source, and helps to segregate different types of transactions. Rule codes are found on form FGITRND.
Contact Email: finsystems@charlotte.edu
Last Updated: July 11, 2022
Banner Web Time Entry (WTE)
Target Audience: Student Employment Coordinators and others responsible for approving timesheets for student and non-student temporary employees.
Overview: This documentation focuses on web time entry, approving time, and establishing proxies in the Banner Self-Service system.
Resources:
Below are current user guides for WTE Employee Users and Approvers.
- WTE User’s Guide (January 23, 2024)
- WTE Approver’s Guide (March 1, 2024)
- WTE Holiday Pay Quick Reference Guidelines (May 27, 2023)
- WTE Overtime Quick Reference Guidelines (May 27, 2023)
Select the button below to view WTE Frequently Asked Questions (FAQs).
Contact Email: payrolldept@charlotte.edu
WTE Technical Assistance Email: hrsystems-support@charlotte.edu
Last Updated: March 1, 2024
Budget Manual – NC Office of State Budget and Management (OSBM)
Purpose: A budget manual guide from the North Carolina Office of State Budget and Management (OSBM) for use by state departments, agencies, and institutions in the preparation and administration of their budgets. Travel policies are in section 5 of the budget manual.
Contact Email: travel@charlotte.edu
Last Updated: April 13, 2022