A revision to University Policy 601.8, Appropriate Use of University Funds, was approved by the Chancellor in May 2017. The following is what you need to know:
Bank of America Merrill Lynch announced an enhancement to their chip and PIN card capabilities. Effective May 17, 2017, every new chip card issued to UNC Charlotte account holders will allow the opportunity to customize the 4-digit PIN.
The Controller’s Office, Human Resources, and the Information Technology Services (ITS) Imaging Team continue to develop new eForms for campus use, and are pleased to announce the following new eForms:
Please note the Year End Disbursement Calendar memorandum is now available on the Financial Services website.
If you have additional questions regarding year end cut-off dates, please contact the respective office below:
The Controller’s Office and the Information Technology Services (ITS) Imaging Team are developing new electronic forms ("eForms") to replace several of the existing Fixed Asset Excel forms currently in use. These eForms are expected to be released in May 2017.
Effective Jan. 1, 2017, the IRS mileage rates were updated as follows:
As part of the Cashier’s Office continued efforts to streamline processes for our credit card merchants, you may now submit American Express Payment Book Receipts (PBRs) at the same time as your Visa/MC/Discover PBR.
It is tax season again, and your Form W-2 will be sent in the mail to you by the end of January unless you consent to receive your Form W-2 electronically.
Bank of America recently improved their p-card reissue process related to third-party data compromises. Account holders potentially impacted by third-party data compromises will be able to safely continue using their current card while waiting for a replacement card to arrive on campus for distribution.
The North Carolina Office of State Budget and Management (OSBM) updated state travel policies effective December 1, impacting all individuals who travel on University business, as follows:
January 5, 2017 First Payment Due Date/Cancellation for non-payment
The Student Accounts Office will issue the first Spring 2017 eBill Tuesday, December 6, 2016, with a payment due date of January 5, 2017. For more information on how to view your eBill, enroll in a payment plan or make a payment visit studentaccounts.uncc.edu.
GO GREEN by signing up for electronic delivery of your Form W-2! As part of our commitment to environmental sustainability and efficiency, UNC Charlotte is offering an electronic delivery option for your Form W-2 starting with the 2016 tax year.
What are the benefits of signing up?
New “How to” guidance is available for you on certain topics:
As part of our continued efforts to improve the efficiency of business operations, the Controller's Office and the ITS Imaging Team are pleased to release the following new eForms that take advantage of workflow routing capabilities within the University’s Imaging System:
As a reminder, all departments collecting cash or checks for sales, events, or other activities must log these transactions in a University-issued receipt book, as required in University Policy, 602.4, “Handling Cash, Checks, and Other Moneta
Effective August 28, several enhancements will be available in Works®, the purchasing card (“p-card”) transaction management system.
As part of our efforts to make processes more efficient for all faculty and staff, we have been able to reduce petty cash and change funds across campus by 50% over the past fiscal year. This strengthens our internal controls over cash management while maintaining a reliable method of payment for small dollar amounts in the p-card.
As of June 2, 2016, the following transaction limit changes are in effect in accordance with state statute and purchasing guidelines(1) as noted in the P-Card Manual:
Standard Profile transaction limit is $2,500; for purchases of lodging and transportation, the limit is now $5,000.
The new travel changes are effective, July 1st. Please begin using the new travel forms July 1st.
We realize these are significant changes, and we will provide resources (both human and system) to guide you successfully through this transition.
The Payroll Office has a new main telephone number: 704-687-1919. This central line will help ensure that all calls are answered and handled as timely as possible. Payroll is also available via email at firstname.lastname@example.org.
This is a reminder that on Friday, July 1st, approved travel changes go into effect. Click here to view the April 20th announcement that provides more information on these changes.
Due to the fiscal year end, the UNC Charlotte Payroll Office will only be running one off-cycle "adjustment" payroll in July on July 22nd.
Year End is upon us! We know everyone is working hard to get in those last transactions. Thank you for all of your efforts.
For more details about the UNC Charlotte Payment Plan.
Over the past year, the Travel and Complex Payments (“Travel”) Office has been working on several new planned initiatives that will decrease processing time for travel reimbursement requests and improve the customer experience. These new initiatives were approved for campus-wide roll-out at the Chancellor’s April 11th Cabinet meeting. If you haven’t already, we strongly encourage you to start using the new forms now to make the transition easier.
When are these new initiatives effective?
July 1, 2016
Those who travel or prepare travel paperwork for UNC Charlotte business purposes or both.
As of March 22, 2016, if you have an unpaid balance due on your student account you will receive a financial hold which will prevent you from registering, dropping, withdrawing from the University and ordering an official transcript.
Effective January 1, 2016, IRS and North Carolina mileage rates were updated along with round-trip mileage guidance.
The Internal Revenue Service (IRS) Business Standard Mileage Rate for the use of a car (also vans and pickups) is 54 cents per mile for business miles driven, down from 57.5 cents for 2015.
As a reminder, employee requests for reimbursement (i.e., travel and other) need to be submitted to Travel and Complex Payments (TCP) within 60 days after the expense is paid or incurred for the reimbursement to be excluded from the employee’s wages and not subject to withholding taxes.
Goodbye, Paper. Hello, Kronos Timekeeping System!
Change is in the air and we’d like to be the first to formally welcome you to Kronos Workforce Ready (WFR).
The Kronos WorkForce Ready (WFR) User Interface initiative to improve usability of the product will be rolled out tonight, which will result in a system outage from 11:30 p.m. to 4:00 a.m.
The Kronos WorkForce Ready (WFR) User Interface initiative to improve usability of the product will be rolled out to all users on December 2, 2015.
In July, a new version of the Travel and Complex Payments Department’s travel guide (
Message from Laura Williams, Controller:
Effective September 1, 2015, the hospitality profile option is available campus-wide. This option allows for the purchase of food and beverages with the University-issued purchasing card (P-card). An important exception is travel-related meals for which the traveler is otherwise entitled to reimbursement at state subsistence rates.
New State Subsistence Rates were published by OSBM (Office of State Budget and Management), effective July 1, 2015. The following table lists the subsistence rates per day for travel related expenses:
The Student Accounts Office will be issuing the first Fall 2015 eBill Wednesday, July 15th with a payment due date of August 19, 2015. For more information on how to view your eBill, enroll in a payment plan or make a payment visit studentaccounts.uncc.edu
Faculty and Staff,
The university is implementing a new electronic method for requesting receipt books from the Cashiers Office effective July 1, 2015. Please follow this link to access the new form: http://finance.uncc.edu/resources/forms
Sign up for the Bookstore Advance Program for a chance to win UNC Charlotte gear!
University Policy 101.18, Gifts, Awards and Prizes, was approved on April 14, 2015. Please see the following for further information:
University Policy 317, Mobile Communication Device (MCD) Policy was updated on April 1, 2015. Please see the following site for further information:
|State Optional Retirement||15.21%|
|Law Officers' Retirement||20.21%|
|Optional ORP Retirement||5.90%|
All employees must complete the Federal Employee's Withholding Allowance Certificate (Form W-4) for federal tax withholding as well as the appropriate state withholding certificate (based on the state in which you live). The Federal form (Form W-4) and the North Carolina Employee's Witholding Allowance Certificate (Form NC-4) can be found on the Financial Services
Airline boarding passes are no longer required as part of the documentation for travel reimbursement. The airline receipt will provide adequate support of air transportation expense for travelers.
This year our team participated in the 2014 Giving Green in the Community campaign and like many other teams around campus, engaged in the spirit of giving back to our community. In addition to donating monetarily, we decided to donate our time by volunteering at the Second Harvest Food Bank.
The Student Accounts office will be closed on Friday, December 19th from 8:30-9:30 AM. The office will reopen promptly at 9:30 AM and remain open for the remainder of the day.