Full List of Resources

Federal Form W-4 Employee’s Withholding Certificate

Federal Form W-4 Employee’s Withholding Certificate
Use this form only if you do not have access to online tax information at my.charlotte.edu. Form W-4 allows the University Payroll Department to withhold the correct federal income tax from your pay. For security purposes, do not email this completed form containing your social security number and other personally identifiable information. FAQ instructions on how to establish or change your Form W-4 online are available. Otherwise, securely deliver your forms to the Payroll Department using one of the three delivery methods mentioned in the FAQ.

Note: The current IRS Form W-4 is available in Banner Self Service.

Contact Email: PayrollDept@charlotte.edu

Last Updated: September 18, 2023

Last Updated: September 7, 2023

Financial Management Guidelines

Purpose: Provides financial management guidelines for business officers and other faculty/staff involved with managing departmental finances. Reference the companion piece to this guidance, the FMG Snapshot, for a high-level overview.

Financial Services Access Request Form (FS Employees Only)

This form is for Financial Services use only to request access to: Banner, RACF, NCID and Core Banking. Other departments needing Banner Finance and/or 49er Mart access must complete the Request for Banner Finance/49er Mart Access. This access requires completion of two Canvas courses: Banner Finance Training and Security Awareness Training.

Contact Email: finsystems@uncc.edu

Last Updated: June 23, 2021

Purpose: Provide the financial statement audit reports for UNC Charlotte for the past five years.

• Fiscal Year 2023
• Fiscal Year 2022
• Fiscal Year 2021
• Fiscal Year 2020
• Fiscal Year 2019

Contact Email: financialreporting@charlotte.edu

Last Updated: November 10, 2023

FTR – Financial Transaction Request

This form will be used for all journal entries, book receipts, and book disbursements.

Contact Email: Budget-GenFund@uncc.edu

Last Updated: January 11, 2021

Financial Transaction Request (Journal Entry) Guidelines

Purpose: Guidelines for departmental staff on how to record different types of journal entries.

Last Updated: September 1, 2022

Fixed Assets Building and Infrastructure Disposition eForm (for use by FM personnel only)

Purpose: This eForm is for use only by Facilities Management personnel to record the disposition of a building or infrastructure asset.

Last Updated: January 11, 2021

Fixed Assets Disposition and Change eForm

Purpose: Use this eForm to surplus assets; report assets that are lost, stolen, or cannibalized for parts; trade-in assets; transfer an asset to another UNC Charlotte Department; transfer an asset between agencies; return product to vendor; change the name of the custodian or location of an asset within your department.

Last Updated: January 11, 2021

Fixed Assets Fabricated Equipment Use eForm

Purpose: Complete this electronic form (eForm) to report and track the costs associated with the fabrication of equipment. This includes instances when multiple items are purchased on more than one purchase order, and those items will be combined to make one asset. A more detailed definition of fabricated equipment is provided on the form.

Last Updated: January 11, 2021

• Fixed Assets Guidebook

Purpose: This guidebook ensures that assets are properly acquired, accounted for, maintained, and disposed.

Last Updated: November 17, 2023

Fixed Assets Off-Campus Equipment Use eForm

Purpose: Use this eForm to create a new off-campus equipment use agreement or to extend or terminate an existing agreement. Agreements can only be effective for one year at a time.

Last Updated: January 11, 2021

• FY24 Fixed Assets Presentation

Purpose: Training presentation on the processes, procedures and everyday activities of the Reporting & Fixed Assets Office.

Register for this two-hour virtual training session by logging into the University’s Learning and Development Portal. Once logged into the Portal, select Learning > Learner Home. Enter “fixed assets” in the search box and tap the enter key. Select the fixed assets result to view the available session and register. This workshop is offered once a year in the spring. For additional Portal details, please reference the Learning and Development FAQs.

Last Updated: April 23, 2024

Payment method:

If the purchase of floral arrangements is allowable as outlined in the policies referenced below, the preferred method for purchasing floral arrangements is to use a University-issued Purchasing Card (P-card). The purchase must be under the card limit and must not conflict with any contractual agreement.

Other allowable methods include:

• Use 49er Mart and purchase as a non-catalog item
• Submit a reimbursement request

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:

Flowers or other similar items may be presented as an expression of sympathy, for example, in the event of the death or major illness of an employee, a member of the employee’s family or household, or as an expression of congratulations (for example, in the event of a wedding or birth of a child of an employee). Because the P-card allows for an improved approval and prepayment process, it is the preferred purchasing method for buying such items.

How to do it:

1. Review Policy 602.11 (link below) to confirm the allowability of the purchase and obtain supervisor approval.
2. The floral gift may then be purchased using a P-card.

Contact for additional questions:

Email the Purchasing Card staff at purchasingcard@charlotte.edu or refer to the Purchasing Card website.

Last Updated: August 29, 2023

Fly America Act

Purpose: 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 the U.S. Department of Transportation website.

Last Updated: July 16, 2024

Last Updated: September 7, 2023

Financial Management Guidelines (FMG) Snapshot

Purpose: The FMG Snapshot is a high-level companion piece to the Financial Management Guidelines.

All purchases must adhere to the policies and procedures referenced in the “Resources” section of this guidance.

Payment method

If paying a vendor

The preferred method to pay for all allowable food and beverage purchases, with the exception of on-campus catered events or when claiming subsistence, is to use the University-issued Purchasing Card (P-card) with a hospitality profile. This includes on-campus Chartwells Dining Services locations or any off-campus vendors that accept a P-card. Note: Special permission is needed from the Purchasing Card Administrator to exceed P-card purchase limits.

Other acceptable forms of payment

• 49er Mart – if the vendor accepts a purchase order.
  Note: The only method to pay for catering events on campus is through 49er Mart.
• Electronic Check Request (eCR) – if the vendor does not accept a P-card or purchase order.

If reimbursing an individual for out of pocket expenses, whether a current UNC Charlotte employee or non-employee, the method of payment depends on their travel status:

• Submit an Employee & Student Direct Pay Request (ESDPR), if not in travel status.
• Submit a Travel Reimbursement & Expense Report (TRER) from the Travel Forms Package, if in travel status.
  • Original receipts are not required when claiming the subsistence rate; however, supporting documentation (e.g., event agenda) must still be included to substantiate the meal was not provided at the event.
  • Subsistence meals incurred while traveling on University business may not be paid using a P-card.
  • A Travel Authorization Form (TA) must be received by Disbursements at least two weeks before the trip if prior approval is required.

The following table summarizes preferred food and beverage payment methods:

1. It is not permitted to use University funds to purchase commercially prepared food off-campus and bring it onto campus for consumption.
2. The University defines “Business Meal” as a meal that includes more than one person and has a bona fide business purpose deemed essential to the University’s mission. Note: A business meal must include at least one person not affiliated/employed with UNC Charlotte.
3. When using University funds, business meals consumed on campus should be purchased from contractually provided food vendors (e.g., The Bistro, Starbucks, Chick-fil-A, Einstein Bros. Bagels).
4. Current subsistence rates can be found in the Travel Forms Package or Travel Manual referenced below.

Before initiating payment, be sure to have the following supporting documentation available:

• Contract, purchase order, invoice, receipt, or agenda
• Agenda or invitation to the event that shows the business purpose, date, and location
• Attendee list
• Entertainment Expenditure Form (not ​required if claiming travel subsistence rate)

Rational and other Considerations

• Some food and beverage expenditures require additional supporting documentation to substantiate the tax treatment and appropriate fund source of such payments.
• Payments or reimbursements must comply with the University’s accountable plan and fringe benefit exclusions; otherwise, they will be treated as taxable income to the recipient.
• The cost must always be reasonable, prudent, and have a valid University business purpose.
• All purchases made with a University p-card are exempt from North Carolina State sales tax. If discretionary funds are used, departments may opt to pay for sales tax in lieu of requesting a refund.
• All commercially prepared food (with the exceptions noted within University Policy 709, Food Service) must be prepared by the food service company under contract to the University (Chartwells).
• Subsistence meals while in travel status are eligible for reimbursement based on three conditions: 1) departure and return times; 2) overnight travel status, and 3) location at the time of the meal expense (refer to the University Travel Manual for additional details).

Additional Guidance on Allowable Fund Sources

Note: This table is provided for reference purposes only; departments are expected to read and adhere to the detailed guidance set forth by Business Affairs in University Policy 601.8, Appropriate Use of Funds.

(Click on the image below to enlarge)

Additional Guidance on Permitted Alcoholic Beverages and Restrictions

Note: This table is provided for reference purposes only; departments are expected to read and adhere to the detailed guidance set forth by Student Affairs in University Policy 706, Alcoholic Beverages

(Click on the image below to enlarge)

Resources

Contacts

• Budget Office – budget-genfund@charlotte.edu
• Conferences, Reservations, & Event Services (CRES) – eventserv@charlotte.edu
• Financial Services:
  • Disbursements – Travel – travel@charlotte.edu
  • Purchasing Card Program – purchasingcard@charlotte.edu
  • Tax Office – taxoffice@charlotte.edu
  • Treasury Services – treasuryservices@charlotte.edu
• Grants & Contracts Administration (GCA) – Darlene “Darl” Booker, dbooker4@charlotte.edu

Last Updated: April 4, 2024

• Foreign National Information Form – Non-Student Version

This form is required to be completed by foreign national visitors in order for the visitor to receive payments from UNC Charlotte.

Last Updated: January 11, 2021

• Foreign National Information Form – Student Version

This form is required to be completed by foreign national students in order for the student to receive payments from UNC Charlotte.

Last Updated: January 11, 2021