The 2019 Year End Disbursement Calendar memorandum is now available.
If you have additional questions regarding year-end cut-off dates, please contact the respective office below:
In our ongoing effort to review and streamline processes, a new travel form has been developed for you, and the travel receipt requirement and IRS mileage rate has been updated. Specifically:
Join the Purchasing Card (P-card) Team for an informal P-card open-swim question and answer session.
When: January 25th from 9-11 am
Where: College of Health and Human Services (CHHS), Room 370
After-the-fact (ATF) purchases transitioned to electronic check requests (eCRs) in 49er Mart starting Nov. 7th. The ATF form will no longer be available in 49er Mart starting Jan. 2, 2019.
What’s changing:
The Office of State Budget and Management (OSBM) changed its policy on moving expenses in July 2018. The moving expense procedures and related forms have been updated to reflect the policy change.
What’s new
Tax season will soon be upon us. Below are some items to consider during this time.
We recently made a change to how you can send documents to the Travel Office. Now you can quickly and efficiently submit documents electronically to Travel using the Imaging Document Submission (IDS) Travel & Complex Payments (TCP) Invoices eForm.
You can now create a gift certificate that will be considered tangible personal property (and not cash) by following the guidelines in the updated Gift Cards/Gift Certificates, How to Pay procedures.
If your department receives and deposits checks, please note the following related to non-sufficient funds (NSF) charges.
What’s changing and when?
Effective July 1:
Minor updates were made to clarify the use of account codes for employee training expenses.
What’s been clarified
The disbursements area will be restructured effective July 1. This change allows us to further strengthen our commitment to providing customer-focused services to campus.
What’s changing
To clarify the intended use of the travel reimbursement form, we updated the name to Travel Reimbursement & Expense Report (TRER); formerly, Request for Travel Reimbursement (TR).
As of May 15, 2018, the following transaction limit changes are in effect in accordance with state statute and purchasing guidelines and as noted in the Purchasing Card (p-card) Manual:
University Policy 602.11 (formerly 101.18), Gifts, Awards, and Prizes, related guidance, and forms were recently updated as follows:
Eligible employees currently receiving allowances for using a personally-owned mobile communication device (MCD) for business purposes are required to submit a renewal form each fiscal year in accordance with University Policy 602.10, Mobile Communication Device Allowances.
The Year End Disbursement Calendar memorandum is now available.
We recently made minor updates to the travel forms and the travel manual, as follows:
Travel Forms Package and Travel Advance Form
This year our team volunteered at the Second Harvest Food Bank. This volunteering opportunity was rewarding as well as challenging because the Second Harvest Food Bank serves as a regional distribution warehouse.
In conjunction with the arrival of the light rail on March 16, we have developed guidelines related to allowable purchases using University funds for CATS all-access transit passes and individual light rail tickets. We have created FAQ pages that will provide you with information on these new guidelines:
Effective January 1, 2018, the Office of State Budget and Management (OSBM) updated the Travel Policies and Regulations section of the State Budget Manual to reflect new IRS mileage rates and modify other OSBM travel-related policies, which impact all individuals who
There is a new account code for Personnel Recruitment Ads. Please start using Banner Account Code #928385 - Personnel Recruitment Ads as needed per the description and examples below.
Your Enhanced FTR ‘Experience’ Starts Friday, November 17!
The tax filing season will be here before you know it! GO GREEN by signing up for electronic delivery of your Form W-2!
You can now update your federal and state employee withholding allowance certificates (Forms W-4 and NC-4) via My UNC Charlotte.
Why?
If you are or will be supervising employees, we ask that you help them hit the “easy” button by providing them with direct deposit enrollment instructions and incorporate this time-saving method into your area’s existing hands-on employee training.
Effective July 1, 2017, the Office of State Budget and Management (OSBM) updated rates of subsistence
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:
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.
Training
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.
Effective Jan. 1, 2017, the IRS mileage rates were updated as follows:
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:
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:
eForms
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
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.
Training:
Dear Colleagues,
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 payrolldept@uncc.edu.
Dear Colleagues,
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.
Dear Colleagues,
Year End is upon us! We know everyone is working hard to get in those last transactions. Thank you for all of your efforts.
Dear Colleagues,
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
Who’s impacted?
Those who travel or prepare travel paperwork for UNC Charlotte business purposes or both.
What's changing?
Dear Colleagues,
Coming Soon!
Dear Colleagues,
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 (
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.
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
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
