Forms

  • Banner Detail Code Maintenance Form
    This form should be used to add, delete, or modify a Detail Code in Banner Student.

    (Last Updated: 03/07/18)
  • Banner Finance/49er Mart Access Request
    This form should be used to request, change, or terminate access to Banner Finance or 49er Mart. This access requires completion of two Canvas courses: Banner Finance Training and Security Awareness Training.

    (Last Updated: 04/15/20)
  • Banner Fund Name Change
    This form should be used to change the title on a Banner Finance Fund.

    (Last Updated: 12/10/14)
  • Banner Position Control Access Request
    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 completion of two Canvas courses: Banner Finance Training and Security Awareness Training.

    (Last Updated: 04/15/20)
  • Banner Request to Change Financial Manager
    The Financial Manager for an organization (division, college, school, or department) must be a Dean, Chair, Director, Vice Chancellor, Associate Vice Chancellor, etc.  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, appointment of an Interim, etc
    • Identify a new permanent Financial Manager (due to creation of a new Organization Code)
    (Last Updated: 03/05/15)
  •  

    (Last Updated: 08/24/20)
  • Change Fund Reconciliation Form

    (Last Updated: 03/12/15)
  • Upload date: August 26, 2019 - 1:35 PM
  • Close Purchasing Card eFormNew October 5
    Use this eform to close an existing p-card account, e.g., if an employee transfers to another department, has terminated employment, the card is no longer used, or if card use is not in compliance with policy and supporting procedures. Use your UNC Charlotte login credentials to access this eForm. View these FAQs for more information on the p-card eForm.

    (Last Updated: 10/05/20)
  • Compensatory Time Off Payout Request

    Supervisors may request a payout of accrued compensatory time off for any/all employee(s) by completing the payout request form and obtaining all necessary departmental and divisional approvals (funding, etc.). Employees must have more than 40 hours of accrued compensatory time off to receive consideration for payout. Email PayrollDept@uncc.edu with questions related to the completion of this form. 

    (Last Updated: 03/01/17)
  • Upload date: January 29, 2020 - 2:52 PM
  • This document should be used to create a contract between UNC Charlotte and a corporation or independent contractor who will be performing a service for the University. The template should be used to clearly define the scope of work, deliverables, and terms associated with the agreement.

    (Last Updated: 07/02/20)
    Upload date: April 30, 2020 - 12:47 PM
  • Currency Order Form

    Departments should complete this form when they need to order cash. Please note that funds over $250 must be ordered from the bank and can take up to 72 hours to arrive. You will be contacted when your funds are available for pick up.

     

    (Last Updated: 07/17/18)
  • Data Security Standards Acknowledgement and Agreement

    This acknowledgement form is required for all University employees that interact with credit/debit card data, functions, or systems.

    (Last Updated: 01/16/19)
  • Deposit Form for Cash & Checks
    Use this deposit form to make cash & check deposits for all departments on campus. Effective November 15, 2018, a receipt will be automatically emailed to the preparer based on the preparer's UNC Charlotte ID number provided in the signature area. 

    (Last Updated: 11/19/18)
  • Direct Deposit Authorization for Vendors
    This form is used to establish vendor direct deposit for all accounts payable payments.

    (Last Updated: 08/02/18)
  • Direct Deposit Manual Enrollment and Change Form
    Use this form to establish or change student or employee direct deposit information for payroll and accounts payable payments (e.g., reimbursements, student refunds). Use this form only if you do not have access to online direct deposit at my.uncc.edu. For instructions on how to establish or change direct deposit information online, see this FAQ

    (Last Updated: 07/01/20)
  • Direct Pay Request - Use the eCR (electronic check request)

    Note: The eCR replaced the DPR effective July 1, 2019, and became mandatory August 1, 2019. Please begin using the eCR form in 49er mart instead of a DPR paper form for payments to non-student/non-employee vendors. Use the new Employee & Student DPR to process non-payroll payments to employees and students, which will mainly encompass reimbursements for expenses incurred by employees/students for university business purposes and which are not related to travel. 

    (Last Updated: 08/01/19)
  • eBudget Revision Forms

    These forms are for all Departmental Budget and Departmental Position Budget Changes. Select the appropriate form.

    (Last Updated: 02/26/18)
  • eCommerce Access Request (EC-AR) eForm

    The EC-AR - Access Request to Reporting Systems form migrated February 28th, 2018 to an eForm in the imaging system. Submit all eCommerce access or termination requests through this online eForm. An FAQ page has been created for your reference.

    (Last Updated: 01/15/19)
  • Edit Purchasing Card eForm - New October 5
    Use this eform to report p-card account changes, e.g., legal name change, change organization and fund codes assigned to the card, change spend control profiles, or change the Reconciler or Approver. Use your UNC Charlotte login credentials to access this eForm. View these FAQs for more information on the p-card eForm.

    (Last Updated: 10/05/20)
  • Electronic Receipt Book Request Form

    (Last Updated: 03/26/18)
  • Employee & Student Direct Pay Request (ESDPR)

    Starting July 1, 2019, use this form to process non-payroll payments to employees and students, which will mainly encompass reimbursements for expenses incurred by employees/students for university business purposes and which are not related to travel. Use the eCR (electronic check request) in 49er Mart instead of the paper Direct Pay Request (DPR) form for payments to non-student/non-employee vendors effective July 1, 2019 (mandatory August 1, 2019).

    Payments that should not be processed on this form:

    (Last Updated: 03/30/20)
  • Entertainment Expenditure Form

    This form replaced the Food, Beverage, and Amenity Expense Documentation (FBAE) effective Jan. 2, 2020. Complete this form when you incur costs of a personal nature with a valid business purpose when the activity is not directly related to a university program, formal workshop, conference, seminar, training session, or retreat. Complete, sign, and submit this form, along with any supporting documentation, with your payment request. Submit within 30 days of incurring the expense. Visit the Financial Services website for more details.

    (Last Updated: 06/04/20)
  • Federal Form W-4 Employee's Withholding Certificate

    Complete this form so that University Payroll can 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. Use this form only if you do not have access to online tax information at my.uncc.edu. FAQ instructions on how to establish or change your Form W-4 online are available. Otherwise, securely deliver your forms to the Payroll Office using one of the three delivery methods mentioned in the FAQ. 

    Note: The IRS has redesigned Form W-4 for 2020 and it is available in Banner Self Service.

    (Last Updated: 01/06/20)
  • 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.

    (Last Updated: 04/15/20)
  • FTR - Financial Transaction Request
    This form will be used for all journal entries, book receipts, and book disbursements. 

    (Last Updated: 05/23/17)
  • Fixed Assets Building and Infrastructure Disposition eForm

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

    (Last Updated: 06/30/17)
  • Fixed Assets Disposition and Change eForm

    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: 02/28/18)
  • Fixed Assets Fabricated Equipment Use eForm

    Complete this 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: 06/30/17)
  • Fixed Assets Off-Campus Equipment Use eForm

    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: 06/30/17)
  • Food, Beverage, and Amenity Expense Documentation - Retired Dec. 31, 2019

    Note: Effective Jan. 2, 2020, the Entertainment Expenditure Form replaced the FBAE form.

    (Last Updated: 02/04/20)
  • 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: 08/21/18)
  • 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: 08/21/18)
  • Gifts of Securities: Athletic Foundation Letter of Authorization
    The Athletic Foundation of The University of North Carolina Charlotte, Inc.

    (Last Updated: 12/10/14)
  • Gifts of Securities: Athletic Foundation Stock Power
    The Athletic Foundation of The University of North Carolina Charlotte, Inc.

    (Last Updated: 12/10/14)
  • Gifts of Securities: Foundation Letter of Authorization
    The Foundation of The University of North Carolina Charlotte, Inc.

    (Last Updated: 12/10/14)
  • Gifts of Securities: Stock Power
    The Foundation of The University of North Carolina Charlotte, Inc.

    (Last Updated: 12/10/14)
  • Upload date: August 13, 2020 - 11:36 AM
  • Imaging Document Submission (IDS) TCP Invoices eForm

    Use this form to upload documents to a department's drawer within the Imaging System. Read the related news article for more information. 

    (Last Updated: 06/11/19)
  • Independent Contractor Checklist (ICC) Form - Now in 49er Mart
    The ICC Form went live in 49er Mart April 2020, replacing the ICC eForm in the University's Imaging System. This form is used to determine the worker classification (Independent Contractor or Employee) of a service provider. Use your UNC Charlotte login credentials to access this eForm. This eForm should be completed by the department wishing to hire an independent contractor. View these FAQs for more information on the ICC. 

    (Last Updated: 07/02/20)
  • Initial Interest Form to Process Payment Cards (EC-IFF)

    If your department/unit is interested in being able to process payment cards (e.g., credit cards) for University-related activity, please fill out this initial interest form to assess whether your department/unit meets the required criteria.

    (Last Updated: 01/17/19)
  • 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: 01/14/19)
  • Mileage & Transportation Reimbursement (MTR)

    Please note that the IRS Standard Business Mileage rate changed, effective January 1, 2020.

    (Last Updated: 06/04/20)
  • Missing Receipt Affidavit

    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. Open this form using Adobe Acrobat Pro DC to utilize the secure digital signature feature and other built-in functionality.

    Last updated 1/08/2020

    (Last Updated: 01/08/20)
  • 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: 10/20/17)
  • Moving Expense Reimbursement/Allowance Request Form 

    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: 01/09/19)
  • Moving Reimbursement Pre-Approval Request Form

    If using State funds, the new employee must complete this form. Please reference the Moving Expense Procedures for detailed information. 

    (Last Updated: 05/07/19)
  • NC-4 Form - North Carolina Employee's Withholding Allowance Certificate

    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.uncc.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.

    (Last Updated: 10/18/17)
  • (last updated 5/19/20)

    (Last Updated: 05/19/20)
    Upload date: May 19, 2020 - 11:04 AM
  • New Banner Fund Request

    last updated 5/19/20

    (Last Updated: 05/19/20)
  • New Purchasing Card Application eFormNew October 5
    Use this eform to request a new p-card, e.g., if you are a new employee or transfer to a different department and your new position requires the use of a p-card. Use your UNC Charlotte login credentials to access this eform. View these FAQs for more information on the p-card eform.

    (Last Updated: 10/05/20)
  • Payment Book Receipt ("PBR")
    This is the book receipt form that should be used by all departments on campus that process cards via a University merchant account. Merchants must submit this form to allocate receipts to the appropriate Banner fund(s) and account(s).

    (Last Updated: 03/26/18)
  • Payment Research Request eForm (PRR) 

    This form should be used to provide the General Accounting department with information needed to research and/or void a check or direct deposit payment to students, vendors, or employees. Please use the Check Number found in Banner Vendor Detail History (FAIVNDH) or contact Payroll at Payrolldept@uncc.edu or ext. 7-1919 to obtain a payroll check number.

    Please verify the correct address and direct deposit information is in Banner before submitting this request.

    If fraud is suspected (e.g., altered check, forgery, direct deposit tampering), please contact GeneralAccounting@uncc.edu immediately to investigate.

    (Last Updated: 05/15/18)
  • This document should be used to establish an agreement between UNC Charlotte and an individual who will be providing a specialized, personal service to the University.  Use this template for services involving personal, intellectual properties or talents such as photographers, artist, or performers.

    (Last Updated: 05/06/20)
    Upload date: April 30, 2020 - 11:53 AM
  • Upload date: September 6, 2019 - 2:32 PM
  • Petty Cash Log

    (Last Updated: 12/10/14)
  • Upload date: September 6, 2019 - 1:45 PM
  • Pre-Payment Authorization

    (Last Updated: 03/04/15)
  • Pressing Need Justification

    (Last Updated: 03/04/15)
  • Purchase Order T&C's

    (Last Updated: 03/22/17)
  • Purchasing Card Application/Change eForm - Retired Monday, Oct. 5
    Reference one of the three new p-card eforms located on the imaging forms website.
     

    (Last Updated: 10/05/20)
  • Receipt Page
    This document should be used when receipts are being submitted to Travel & Complex Payments. Receipts should be taped within the indicated borders.

    (Last Updated: 06/19/19)
  • Red Flag Detection Form

    Please complete and submit this form when an identity theft Red Flag is detected in the course of University operations.

    (Last Updated: 02/27/19)
  • Return Goods Form (Updated: June 2015)
    This form should be used to notify Purchasing that goods need to be returned to a vendor.

    (Last Updated: 06/04/15)
  • Salary Overpayments Form

    (Last Updated: 09/29/17)
  • Tax Withholding Estimator

    (Last Updated: 08/06/19)
  • Third Party Lodging Authorization Request (Non-hotel lodging)

    (Last Updated: 06/19/19)
  • Travel Advance

    Travelers who are unable to pay for certain out-of-pocket expenses before reimbursement may request a travel advance. This workbook also contains a "Meal Allowance Log." Departments must obtain approval from the Travel Office before the event takes place in order to use this log for a travel advance. 

    Last updated 10/09/19

    (Last Updated: 10/09/19)
  • Travel Authorization eForm 

    This is an optional eForm version of the Travel Authorization that departments may choose to use for the individual, group, or blanket travel instead of the Excel version of the Travel Authorization. View this article for more information on the eTA. 

    (Last Updated: 01/14/19)
  • Travel Forms Package

    This package contains the Travel Authorization Form, Travel Reimbursement & Expense Report, Travel Reimbursement & Expense Report Checklist, and a Group Travel List. There are also form instructions; rates reference tab and a related web links tab. 

    Last updated 1/09/20

    (Last Updated: 01/09/20)
  • Tuition, Housing, and Dining Appeal Form
     

    (Last Updated: 03/26/18)
  • Vendor Forms
    Effective July 1, 2020, follow the supplier instructions to search for a supplier, request a new supplier, and update an existing supplier in 49er Mart. The following paper forms were replaced by the supplier portal invite/update request process on April 27, 2020, in 49er Mart: Vendor Information Form, Vendor Information Form - Foreign Entities (Form W-8BEN-E), Vendor Information Form - Foreign Persons (Form W-8BEN), and the Vendor Maintenance Form.

    (Last Updated: 07/01/20)
  • Waiver of Competition Justification

    (Last Updated: 03/04/16)
  • Wire Transfer FTR

    This Financial Transaction Request (FTR) eForm should be used to wire payments from the university when a check or ACH payment is not possible or when sending in foreign currency.

    For instructions on how to complete this form, see How to Pay Vendors with Outgoing Wire Transfers

    (Last Updated: 05/04/18)