Full List of Resources
Interdepartmental Invoice eForm
Interdepartmental Invoice eForm
This electronic form (“eform”) is to be used to transfer payments for goods/services performed for campus departments by another campus department.
Last Updated: January 11, 2021
Internal Controls Training
Purpose: To provide a brief training on Internal Controls at UNC Charlotte.
Contact Wardell Kerson, Senior Accountant, for further information on internal controls.
Last Updated: April 6, 2023
Internal Revenue Service
The Internal Revenue Service is the nation’s tax collection agency and administers the Internal Revenue Code enacted by Congress.
Last Updated: February 15, 2022
Inventory Coordinators List
Purpose: Provide a list of Inventory Coordinators by Level organizational code.
Last Updated: September 13, 2022
IT Procurement Homepage
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.
Last Updated: November 10, 2014
Know Before You Go: General Guide for Travelers
Purpose: Describes the common actions and items travelers need to take and know before going on University-sponsored business trips.
Contact Email: travel@charlotte.edu
Last Updated: April 1, 2021
Memberships, How to Pay
Payment method
The preferred method for paying for memberships to professional associations is to use a University-issued Purchasing Card (P-card).
Other allowable methods include:
- Submit a Electronic Check Request (eCR) only if payee does not accept a credit card
- Submit an Employee & Student Direct Pay Request (ESDPR)
Rationale and other considerations
The costs associated with professional memberships related to an employee’s job duties may be allowable. The decision on allowability is based on the requirements in the Office of State Budget and Management (OSBM) Budget Manual Section 4.7.4, “Membership Dues” (see link below). Generally, OSBM requires that membership dues paid from state funds are 1) approved by the employee’s supervisor and department head or designee; and 2) for the benefit of the University, not the individual. Because the P-card allows for an improved approval and payment process, it is the preferred purchasing method for such transactions.
How to do it
- Review the resources below to confirm the allowability of the purchase and obtain supervisor/department head approval.
- The membership fee may then be paid using a P-card.
- For memberships paid via General Funds, documentation must be uploaded into Works that shows department head approval and attestation that the membership is for the benefit of the University, not the individual.
| Policies | Procedures | Training and Reference Materials |
|---|---|---|
| University Policy 601.8, Appropriate Use of University Funds OSBM Budget Manual (Refer to Section 4.7.4 on Membership Dues) | Cardholder/Reconciler/Approver Training |
Questions?
Email the Purchasing Card staff at purchasingcard@charlotte.edu.
Last Updated: August 29, 2023
Merchant Training Requirements
Overview
As part of UNC Charlotte’s PCI Compliance program (payment card security), all merchants that accept card information as a form of payment through point of sale, web, phone, or paper form are required to maintain compliance with the Payment Card Industry Data Security Standard (PCI DSS) in order to continue to accept payment cards on behalf of the University or its affiliated entities.
Merchant Training
Merchant Training is required under PCI DSS and the University’s Payment (Credit/Debit) Card Processing Procedures section IV. B. for all employees who will be interacting with payment card data, functions, or systems (e.g., credit and debit cards) as part of their job duties. This training is now available on demand as employees are hired and/or change their role, and will be reassigned annually on February 15, as required under PCI DSS and the University’s Payment (Credit/Debit) Card Processing Procedures.
- Email eCommerce@charlotte.edu to request this training for you or your employees. Once assigned, you will receive a separate email notification with more detailed instructions. You will have 30 days to complete the training through the Learning & Development Portal. Reminder notices will be sent to you and your supervisor closer to the due date.
- This training now includes information for individuals responsible for recording daily Payment Book Receipts. Email cashiersoffice@charlotte.edu if you have any questions about submitting your deposit.
Security Awareness Training
Security Awareness Training (SAT) is also an important component of merchant training offered through the Learning & Development Portal and is required for all employees who will be interacting with payment card data, functions, or systems (e.g., credit and debit cards) as part of their job duties. SAT is required to be completed annually by merchants.
- Guidance for accessing the training is located on the OneIT Information Security Education webpage and the University FAQ site.
- Guidance for completing SAT training again is located in this FAQ.
Contact Email: eCommerce@charlotte.edu
Last Updated: March 22, 2024
Mileage & Transportation Reimbursement (MTR)
2024 Mileage and Transportation Reimbursement (MTR) (effective Jan. 1, 2024)- 2023 Mileage and Transportation Reimbursement (MTR) (effective Jan. 1, 2023)
If you have 2023 mileage to submit for reimbursement, use the 2023 MTR form.
Purpose: To request reimbursement for miles driven using a personal vehicle as well as parking, ride sharing, light rail or transit pass expenses. All business miles will be reimbursed at the IRS Standard Business Mileage rate, which is subject to change periodically (note that the rate changed, effective January 1, 2024).
Contact Email: travel@charlotte.edu
Last Updated: January 1, 2024
Mileage and Transportation, How to Pay
Payment method:
Authorized travelers can seek reimbursement for mileage, parking, and transportation costs using either the Travel Reimbursement & Expense Report (TRER) Form or the Mileage and Transportation Reimbursement (MTR) Form. The nature of the travel determines which form to use.
This applies to both employee and non-employee travel for valid university purposes.
When to use a Travel Reimbursement & Expense Report Form: Use a TRER for claiming mileage and parking expenses if the traveler claims other travel-related expenses while traveling on pre-approved University business, AND:
- The trip takes the traveler 35 miles or more from the University duty station; and
- Involves an overnight stay.
When to use a Mileage and Transportation Reimbursement Form: Use an MTR if the traveler is only claiming mileage and ground transportation expenses from an approved University business trip where there is no overnight stay and subsistence is not reimbursable.
Rationale and other considerations:
If you are using your personal vehicle on approved, official University business, you can be reimbursed for your mileage. Mileage will be reimbursed from the closer of home or duty station.
When driving to the airport mileage is allowed for the trip to and from Charlotte-Douglas International Airport, when you are planning to park your car for the duration of travel, or when a private party is dropping you off at the airport. Please note that mileage from the University is limited to 15 miles each way.
For mileage reimbursement, you should include printed directions that show total miles driven. You may use an online mapping service for this documentation (e.g., Google Maps, Mapquest). If your actual mileage exceeds direct round trip miles, please provide an explanation. Travelers are encouraged to request motor fleet vehicles or use rental cars for University travel, subject to availability.
Note: Please refer to the Safety & Security page for details regarding insurance coverage when using personally-owned or University-owned vehicles.
How to do it:
- Review the policies and procedures listed below.
- Complete the appropriate form:
- Travel Reimbursement & Expense Report Form (tab 2 in the link provided below), or
- Mileage and Transportation Reimbursement Form (link provided below).
- Attach required documentation. Documentation depends on the type of reimbursement request and may include:
- Parking receipts
- Printed directions that show total miles driven
- Travel Authorization
- Obtain required signatures from traveler and approver.
- Submit to Travel & Complex Payments.
Contact for additional questions:
Send an email to the Travel mailbox at travel@uncc.edu, or refer to the list of contacts on the Travel & Complex Payments website. Last updated 10/05/2018, 7/19/19
Last Updated: July 19, 2019
Missing Receipt Affidavit
Purpose: Complete this form for actual missing receipts that include the “5 Ws” (Who, What, When, Where, and Why) in the purchasing card comments or on the reimbursement request (e.g., TRER, ESDPR). Note that the Travel or Purchasing Card staff may still request that the payee attempt to obtain a more detailed receipt or otherwise document that a more detailed receipt is unavailable. Get this form signed and dated electronically (preferred) using DocuSign.
Contact Email: travel@uncc.edu
Last Updated: February 7, 2022
Mobile Communication Device (MCD) Allowance Request eForm
Mobile Communication Device (MCD) Allowance Request eForm
Use this form to request a mobile communication device (MCD) allowance, per University Policy 602.10, “Mobile Communication Device Allowances,” Section III. Please review the MCD FAQs for additional guidance on completing this eForm.
Last Updated: January 11, 2021
Mobile Communication Device (MCD) Allowances
University Policy 602.10, Mobile Communication Device (MCD) Allowances, establishes when the University will provide payment for employee use of MCDs when required to support business activities of the University, along with related administrative requirements. It is drafted with the intention of complying with the Internal Revenue Service (IRS) and other applicable statutes, regulations, and guidance. This policy was initially approved in September 2009, redesignated from UP-317 to UP 602.10 in October 2017, and last updated in April 2022.
Please see the following guidance:
- UP 602.10, MCD Allowances
- MCD Supplemental Procedures
- MCD Allowance Request eForm and documentation
- MCD Allowance FAQs
Please contact your department’s administrative office or the following departments for questions about MCD allowances:
- Program questions: Marlo Hardiman, assistant controller for tax and payroll, in the Payroll Department.
- Processing questions: Human Resources at hrsystems-support@charlotte.edu
Last Updated: April 26, 2022
Moving Reimbursement & Allowance Request Forms
Purpose: Use this form to request a moving reimbursement/allowance for a new employee. Note that new employees should NOT complete this form for themselves. Please reference the Moving Expense Procedures for detailed information.
Last Updated: May 1, 2024
Moving Reimbursement Pre-Approval Request Form
Purpose: If using State funds, the new employee must complete this form. Please reference the Moving Expense Procedures for detailed information.
Last Updated: May 1, 2024
Municipal Advisor Letter
Purpose: The municipal advisor letter serves as a certificate of representation between UNC Charlotte, its affiliated entities, and their retention of a municipal advisor. We are represented and will rely on our municipal advisor to provide advice concerning the issuance of municipal securities, investment of bond proceeds, escrow investments, and other financial services needs. Once a new municipal advisor is assigned, an updated letter will be made public on this page.
Last Updated: September 16, 2022
NC-4 / NC-4 EZ Forms – North Carolina Employee’s Withholding Allowance Certificate
NC-4 Form NC Employee’s Withholding Allowance Certificate
NC-4 Form – North Carolina Employee’s Withholding Allowance Certificate and
NC-4 EZ Form – North Carolina Employee’s Withholding Allowance Certificate
Complete this form so that University Payroll can withhold the correct amount of State income tax from your pay. For security purposes, do not email a completed tax form containing your social security number and other personally identifiable information. Use this form only if you do not have access to online tax information at my.charlotte.edu. For instructions on how to establish or change your Form NC-4 online, see this FAQ. Otherwise, securely deliver your forms to the Payroll Office using one of the three delivery methods mentioned in the FAQ.
Contact Email: PayrollDept@charlotte.edu
Last Updated: January 11, 2021
Nonresident Alien Tax Compliance Presentation
Training on Nonresident Alien Tax Compliance
Last Updated: February 22, 2017