星空传媒

Banner Finance Account Request Form

Banner Finance access will be granted upon receipt of a properly prepared and approved Banner Finance Account Request Form. Training appropriate to the role for which access is being requested must be completed before access will be granted. Banner Finance users鈥� access will be re-certified at least annually to assure it is job appropriate.

Banner Finance Access Procedures:

• Complete the Banner Finance training materials found off the Financial Services Home Page.
• Submit the Banner Finance Account Request Form to the Systems and Procedures unit of the Controller's Office
• Systems and Procedures will confirm/assess requestor training needs based upon role being requested and inform requestor of any additional training requirements
• Systems and Procedures will coordinate and/or route requestor to appropriate training resources
• Systems and Procedures will submit access request to IT for processing upon confirmation and/or attestation from requestor that all training requirements have been satisfied.

  Training efforts and materials are focused towards those users who can update Banner Finance and in areas where interpretation of Finance data is deemed more critical. NO USER with update privileges to Banner Finance will be granted access prior to completion of appropriate training. Requests for query only access must include attestation from the requestor that campus-specific, self-directed training materials provided by the Controller's Office will be competed prior to accessing Banner Finance (see Request Form for attestation).

  Campus specific training is available on the Financial Services Home Page in My星空传媒. You must be logged into your campus computer or accessing campus resources though Multi-Factor Authentication in order to view this content which is behind the university firewall. For detailed instructions, please contact the IT help line at 227-7487.

  Query Access

  • New employees will be given access instructions to Banner Finance self-help training materials as part of new employee intake through the 星空传媒 Human Resources Department.
  • New employees or employees new to Banner Finance will be required to certify that self-help training materials will be utilized prior to attempting to access Banner Finance.
  • Self-help training materials will be made available online to 星空传媒 employees, secured within the 星空传媒 intranet.
  • Self-help materials for beginner, intermediate and advanced users will be made available on the Financial Services Home Page in my星空传媒.
  • Individual or group "in-person" training session will be offered to supplement the online materials as requested or deemed necessary based upon user interaction.

    Update Access

    • Formal training sessions and training materials will be developed as appropriate and as necessary for all users who will be granted updated access to Banner Finance.
    • A training program specific to the user will be developed utilizing SunGard provided materials to the fullest extent possible, with local materials developed and provided as needed.
    • All training will occur in a test environment until the user can demonstrate competency in Banner skills appropriate for production (PROD) level access.
    • The Systems and Procedures unit of the Controller's Office will, upon confirmation that formal training has been completed, submit a formal Banner Finance security class request to IT granting access appropriate to training and desired role(s) within Banner Finance.

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Banner Finance Basic Training Manual

Understanding Banner Funds

The Banner financial system is based on the fund accounting concept where financial transactions are accounted for and reported in separate, self-balancing accounting units called FUNDS. Specifically, each fund has its own asset, liability, revenue and expense accounts. Separate accounting units (fund types) ensure that the funds received are accounted for in a manner that will demonstrate compliance with legal requirements, the purposes for which the funds were established, and the authority provided by the State of North Carolina.  

For accounting purposes, University funds are separated as follows:

State Funds

State funds are funds subject to the Executive Budget Act. They are generally "appropriated by the General Assembly of North Carolina" and/or "collected by or for the State, or any agency thereof, pursuant to the authority granted in any of its laws" (Chapter 143, Article 1, General Statutes of North Carolina).

State funds in Banner are all begin with a 鈥�1鈥� and are numbered 101xxx-199999.

Contract and Grant Funds and Trust Funds

While contract and grant funds and trust funds are maintained separately by the University, both are institutional trust funds as described in General Statutes 116.36.1 and 116.36.5 as follows:

• moneys, or the proceeds of other forms of property, received by an institution as gifts, devises, or bequests that are neither presumed nor designated to be gifts, devises, or bequests to the endowment fund of the institution;
• moneys received by an institution pursuant to grants from, or contracts with, the United States Government or any agency or instrumentality thereof;
• overhead receipts collected from contract and grant funds are classified as institutional trust funds, effective July 1, 1998;
• moneys received by an institution pursuant to grants from, or contracts with, any State agencies, any political subdivision of the State, any other states or nations or political subdivisions thereof, or any private entities whereby the institution undertakes, subject to terms and conditions specified by the entity providing the moneys, to conduct research, training or public service programs, or to provide financial aid to students;
• moneys collected by an institution to support extracurricular activities of students of the institution;
• moneys received from or for the operation by an institution of activities established for the benefit of scholarship funds or student activity programs;
• moneys received from or for the operation by an institution of any of its self-supporting auxiliary enterprises, including institutional student auxiliary enterprise funds for the operation of housing, food, health, and laundry services.
• moneys received by an institution in respect to fees and other payments for services rendered by medical, dental or other health care professionals under an organized practice plan approved by the institution or under a contractual agreement between the institution and a hospital or other health care provider.
• moneys received from the disposition effected pursuant to Chapter 146, Article 7, of any interest in real property owned by or under the supervision and control of an institution if the interest in real property had first been acquired by gift, devise, or bequest or through expenditure of moneys defined in Section II.A. as "trust funds", except the net proceeds from disposition of an interest in real property first acquired by the institution through expenditure of moneys received as a grant from a State agency (Chapter 529 of the 1981 Session Laws);
• moneys received from operation and maintenance of institutional forest and forest farmlands, provided that such moneys shall be used, when used, by the institution for support of forest-related research, teaching, and public service programs.

 

Special funds are described in State legislation General Statute 116.36.2 as follows:

• moneys received from or for the operation by an institution of its program of intercollegiate athletics;
• moneys held by an institution as fiscal agent for individual students, faculty, staff members, university-related foundations and organizations.

Endowment funds result from donations where the principal is to remain intact and is to be invested to produce income which may be expended or reinvested. Endowments are defined under General Statute 116.36. The solicitation of these funds is usually coordinated through the Office of University Advancement. Title to endowment assets is vested by statute in the Board of Trustees of the Endowment Fund of 星空传媒.

Establishing A State Fund

State funds are funds subject to the Executive Budget Act. They are generally "appropriated by the General Assembly of North Carolina" and/or "collected by or for the State, or any agency thereof, pursuant to the authority granted in any of its laws" (Chapter 143, Article 1, General Statutes of North Carolina.)

• Complete the Fund Authority Form
• Contact the Budget Office for questions on establishing or modifying State Funds (ext: 7321)
• Retain a copy for departmental reference
• Submit the original to the University Budget Office for pre-audit and processing (HFR 460)

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These guidelines developed and approved by the 星空传媒 Bursar are provided to assist departments with the receipting and depositing processes to meet their requirements, while complying with University and State policies and procedures.

Definition of Cash: For the purpose of these Guidelines, cash is defined as currency, coin, and checks received for any program or purpose at 星空传媒 regardless of the source of funding for the program or the collected monies intended purpose.

Cash should not be used for petty cash disbursements, check cashing, making change, loaning (IOUs) or for any personal purposes.

Receiving Funds

1. Accept funds in person, by mail or electronically.
2. Provide a RECEIPT to any person presenting the funds in person through use of the a 星空传媒 Receipt Book or point of sale system generated receipt. (Follow Receipt Books instructions below.)
3. For checks or cash received by a third party given to the department to deposit, departments must attach copies of the deposit slips issued by the third party and a copy of the deposit slip issued to the third party for the total amount of cash and/or checks.
4. For checks received by mail, departments must use a mail log documenting the date of entry, check number, date on the check, payee, amount of check, and initials of the staff member entering the check onto the mail log. (Use of 星空传媒 receipt book is not required for mailed checks). A mail log is included in the Daily Cash Report excel file.
5. Endorse any check items 星空传媒 endorsement stamp (if an endorsement stamp has been purchased) or via handwritten note that states 鈥淔or Deposit Only鈥�.
6. Store funds securely and neatly.
7. Complete the Daily Cash Report. At least one deposit must be made weekly for any funds received. More frequent deposit, daily if necessary, must be made at any time cumulative receipts exceed $10.00.  (Follow Deposit Process instructions below).

Receipt Books

Departments must use pre-numbered, official 星空传媒 receipt books when taking payments from customers/participants unless they can provide a copy of a receipt or a batch report from a point of sale payment system. The Cashier's Office maintains a log of all receipt books issued to each department. Departments must have a responsible party to maintain the location of the receipt book at all times.

Instructions for Using Campus Receipt Books

1. Receipt books are issued by the University Cashiers in the Controller's Office in 300-F HFR Administration Building. Departmental employees are required to sign a form indicating that they have assumed full responsibility and/or accountability for the receipt book.  They must turn the receipt book back in to the Controller's Office if they leave 星空传媒 or change positions.
2. Receipts for all funds must be written on the date they were received in the official three-part campus receipt book.
3. Receipt Distribution - The receipts are to be used in strict numerical order, copies distributed in the following order:

4. The original or first copy of the receipt is given to the payer.
5. The second copy of the receipt should be maintained in numerical order and turned in to the Cashier's Office with the funds collected.
6. The third copy of the receipt is maintained in numerical order in the receipt book in the department until all receipts are used.
7. Before removing file copies, record the date of the Daily Cash Report on the last pink and yellow receipt issued.
8. When the three-part campus receipt book is filled; the project for which collecting receipts is over; or the responsibility for the receipts is transferred to another person, the receipt book should be turned in to the Controller's Office to release the departmental employee from the responsibility for the receipt book. Books are not to be held unless they are being used on a regular basis.
9. Departmental employees should be prepared for an audit by an internal auditor at all times.
10. Receipts should not be altered. If an error is made, all three copies of the receipt must be voided and the white copy stapled to the pink copy. The voided yellow receipt should be put in with the deposit to be kept on file in the Controller's Office. DO NOT DESTROY ANY PORTION OF A VOIDED RECEIPT.

Verification and Return of University Receipt Books

Each year, the Controller鈥檚 Office will send a receipt book verification form to individuals who have receipt book(s) that are still outstanding. The individual who has signed out the receipt book(s) is responsible for verifying the location of the receipt book(s). That person should sign the receipt book verification form and return it to Controller鈥檚 Office by the date stated on the form. If a receipt book(s) cannot be located, the responsible person is required to attach a memo to the receipt book verification form stating that the receipt book(s) is missing.

When a receipt book is completed, the receipt book must be returned to the Controller鈥檚 Office in person with pink copies intact. Do not mail receipt books. Also, full or partially used receipt books no longer needed by a department must be returned to the Controller鈥檚 Office.  The Bursar鈥檚 office will retain a log of all receipt books and designated custodians.

 

Deposit Process

1. Complete the Daily Cash Report. (See Daily Cash Report Instructions below)

1. Attach yellow receipt book copies intact to the back of the original Daily Cash Report with two copies of the adding machine tape which should total the amount of the deposit.  If the white receipt book copy is not distributed to the customer/participant, it should also be attached to the Daily Cash Report with the yellow copy.
2. Attach unaltered point of sale system/Banner Session report supporting cash and checks deposited.
3. Attach copy of the mail log showing the entries for received checks.

2. For departments preparing bank deposit slip:

1. Any checks received must also be scanned (front side only), saving the file to the S drive in the Reconstruction folder for your department. The completed deposit slip should be included in the scan.
2. Put the depositor's name and phone number on the deposit slip.
3. A second employee (NO students) MUST recount and verify the deposit and initial the bank deposit slip verifying that the total of cash and checks in the deposit is equal to the total amount on the Daily Cash Report.
4. The yellow copy of the deposit slip must be attached to the Daily Cash Report.

4. For those departments not preparing their own bank deposits:
   
   A second employee (NO students) MUST recount and verify that the amount of cash/checks brought to the University Cashier is equal to the amount on the Daily Cash Report. Both employees must initial the Daily Cash Report verifying that the count has been performed twice.
5. A separate Daily Cash Report must be prepared for credit cards. Mastercard, VISA and Discover may be reported on one Daily Cash Report. American Express must be reported on a separate Daily Cash Report.
6. All departments MUST take their deposits to the cashier counter in 300-F HFR in a sealed envelope, regardless of whether a bank deposit has been prepared. They will complete a Deposit Log for cash deposits.
7. If cash/checks are received and it is not possible to take the deposit to the University Cashier by 5:00 p.m., store cash/checks in a safe or a vault if a safe or a vault is not available, store the cash/checks in a locked drawer or filing cabinet.
8. Reconciliation-the final step to the deposit process.

Reconciliation should be performed prior to depositing with the University Cashiers as follows:

The total of the receipt book transactions (or the report detailing sales from a point of sale system) should be the same as the total on the 星空传媒 Daily Cash Report which should also match the amount of the deposit. When these amounts do not agree, they must be researched and corrected prior to depositing the funds. Missing payments must be reported to the Controller鈥檚 Office and University Police.

 

Exceptions

The Bursar must approve any request for exceptions to outlined procedures. The Bursar will retain evidence that exceptions have been approved.

 

Recertification

The Bursar will require each work unit collecting funds to sign an agreement acknowledging that they have received the most recent Guidelines and that they will agree to comply with the requirements. Each year the Bursar will ask these work units to recertify that they are in compliance with the Guidelines. The Bursar will retain a log and evidence that recertification has occurred. The log will be utilized to issue new Guidelines annually or after changes occur.

 

Daily Cash Report Instructions

Daily Cash Reports must be completed and turned in with the deposit at the Controller鈥檚 Office in 300-F HFR Administration Building. Please contact Janet Cabe at 828.227.2736 if you have questions.

 

 

星空传媒 Receipting and Depositing Agreement

I hereby acknowledge that I have received, read, and understand the procedures within the Departmental Guidelines for Cash Receipting.  We will comply with the outlined processes as stated and understand we are subject for audit at any time. 

 

Department/Work Unit: ______________________________________________________

 

 星空传媒 Employee Responsible for Preparing Deposits:

 ___________________________________________________________________________

Printed Name                                                              Signature

Date: ____________________________________________________________________

 

星空传媒 Employee Responsible for Maintaining a Receipt Book:

 ___________________________________________________________________________

Printed Name                                                              Signature

Date: ____________________________________________________________________

 

  O       We have receipt book #__________ .

 

 

  O        We don鈥檛 use a receipt book.

 

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Please direct questions to Janet Cabe in the Controller's Office: 828.227.2736.

Gift Processing

Processing Gifts by the Dean鈥檚 Office When Receiving Checks in Person

1. The Dean鈥檚 Office writes receipts for the checks and gives the original receipt to the donor. 
2. The check is restrictively endorsed via handwritten note that states 鈥淔or Deposit Only鈥� and 鈥溞强沾�媒 Foundation鈥� on the back of the check.
3. The same day or the next business day, the checks and the yellow copies of the receipts are taken to the Development Office.  The pink copy stays in the receipt book.
4. The same day or the next business day, the Development Office prepares the bank deposit and the Daily Cash Report.  The yellow copies of the receipt are attached to the Daily Cash Report which is turned into the Cashier鈥檚 Office, 300-F HFR.  The Development Office also sends out an acknowledgement letter.

Processing Gifts Without a Receipt Book

1. A staff member is handed checks by donors at a Western function.  The staff member does not have a receipt book.
2. The same day or the next business day, the staff member takes the checks to the Dean鈥檚 Office of his/her department.  
3. The Dean鈥檚 Office writes receipts for the checks and holds the original receipts.  
4. The check is restrictively endorsed via handwritten note that states 鈥淔or Deposit Only鈥� and 鈥溞强沾�媒 Foundation鈥� on the back of the check. 
5. The same day or the next business day, the checks and the yellow copies of the receipts are taken to the Development Office.  The pink copy stays in the receipt book.
6. The same day or the next business day, the Development Office prepares the bank deposit and the Daily Cash Report.  The yellow copies of the receipt are attached to the Daily Cash Report which is turned into the Cashier鈥檚 Office, 300-F HFR.  The Development Office sends out an acknowledgement letter.

Processing Gifts Received in the Mail

1. The staff member opening the mail removes the check.   The check is restrictively endorsed via handwritten note that states 鈥淔or Deposit Only鈥� and 鈥溞强沾�媒 Foundation鈥� on the back of the check.  If there is a large volume of checks, a stamp may be ordered by the Cashier鈥檚 Office.  
2. The staff member then logs the check into a mail log documenting the date of entry, date on the check; payee; amount of check; designation of donation if included on check; and initials of the staff member entering the check into the mail log.
3. The same day or the next business day, the check is forwarded to the Development Office.  A receipt does not have to be prepared for the check.
4. The same day or the next business day, the Development office prepares the bank deposit and the Daily Cash Report, which is turned into the Cashier鈥檚 Office, 300-F HFR.  The Development Office sends out an acknowledgement letter.

Please note that the Dean鈥檚 office should not copy/retain copies of checks.  If copying the check is critical to the business process, all protected information on the face of the check (i.e. social security number, driver鈥檚 license number, account number and routing number) should be redacted.
All of the steps in the process should be completed as soon as possible.

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Statement:

A petty cash fund is established in a department for use as a purchase fund to make minor, infrequent purchases when routine University purchasing procedures are not applicable.   A change fund is established to make change for business transactions . Establishing a petty cash/change fund requires written justification of a business need and written approval by the Associate Vice Chancellor of Fiscal Affairs. Only non-state funds may be used to establish a petty cash/change fund.  A petty cash/change fund should not be used to cash personal checks for employees or students, for any type of loan, gift, or prize for any person, or to pay a person for services rendered.  Impromptu purchases for an event should be covered by a standing purchase order requested several days in advance of the event.

Operating Procedures

Designation of Custodian

A custodian of the petty cash/change fund, who is directly responsible for the safekeeping and disbursement of the cash, must be appointed by the department head.  The original check written to establish the fund and checks written to replenish it are made payable to the custodian.  A letter stating the accountability of the petty cash/change fund to the custodian must be signed by the custodian and supervisor.

Change in Custody of Fund

Should the custodian be terminated, the existing fund should be turned in to the Controller鈥檚 Office.  When custody of a petty cash/change fund is transferred to another custodian, the existing fund should be turned in to the Controller鈥檚 Office and a new check requested for payment to the new custodian along with a signed letter of accountability.

Physical Security

When not in use, the fund鈥檚 currency must be placed in a locked receptacle which is kept in a properly secured area.  Physical access to the fund should be limited to as few employees as possible.  In the event of a theft or a substantial shortage, the loss must be reported to University Police, the Controller鈥檚 Office, and the Internal Auditor.  Refer to Policy 85, 鈥淩eporting Misuse of State Property鈥�.

Internal Control Procedures

A petty cash/change fund is subject to count at any time by an authorized agent of the University. 

A petty cash/change fund verification email will be sent to each department at year end. 

Overages/Shortages

Overages and shortages in the petty cash/change fund are the responsibility of the department.  Substantial shortages must be reported to University Police, the Controller鈥檚 Office, and the Internal Auditor.

Responsibilities

The Controller鈥檚 Office is responsible for procuring the signed letter of accountability, preparing the check request for the Custodian, and disbursing the funds to the Custodian.  The Accounts Payable Office is responsible for reviewing receipt documents provided in support of requests for reimbursement of petty cash expenditures.

Petty Cash Purchase Fund Operating Procedures

• Petty Cash Log
• A Petty Cash Log shall be kept for all funds disbursed to employees to make purchases.  The log shall contain the following and will be filled out when an employee receives petty cash to make a purchase and completed when the employee turns in the receipt.

• Date	Employee Name	Amount	Purpose	Receipt Received

  • Petty Cash Disbursements

  Supplies and materials which can be purchased through the regular purchasing procedures established by the University must be procured in that manner.  Petty cash does not replace the routine purchasing procedures. However, if the purchase meets the criteria outlined below, petty cash may be used in lieu of the regular purchasing procedures.  Expenses paid from a petty cash fund can only be made for the purpose(s) for which the fund was authorized and must be supported by acceptable paid invoices/receipts which contain the following:

  Complete Description 鈥� The receipt must set forth a complete description of materials purchased.  Cash register tapes will be accepted if they itemize and clearly identify the items purchased.  The store name must be stamped on the receipt if it is not pre-printed.

  Receipts must be executed by typewriter, in ink or by indelible pencil.  It is preferred that the signature of the vendor clerk be in ink; however, a legible signature in pencil is acceptable.

  Original Receipts 鈥� Receipts must be originals.  The only exception is in cases when firms use standard business forms and issue their receipts on standard carbon copy forms which have imprinted thereon 鈥淐ustomer鈥檚 Invoice鈥� or like designation.

  Positive Evidence of Payment 鈥� The receipt must be positive evidence of payment.

  • Petty cash receipts, when executed by a firm or corporation, should bear the official 鈥淧aid鈥� stamp of the firm; or, if the name of the firm is written on the receipt, it should bear the signature of the clerk issuing the receipt or, if the name of the firm is affixed by a rubber stamp, the initials of the clerk issuing the receipt will be acceptable.  The receipt must be made out to 鈥溞强沾�媒鈥�.
  • When vendor鈥檚 printed invoice forms are used as receipts, the invoice must clearly indicate that it has been paid, either by being stamped with the official 鈥淧aid鈥� stamp of the firm that contains the name of the firm, or by being marked 鈥淧aid鈥� and signed or initialed by the clerk.  All invoices must be made out to 鈥溞强沾�媒鈥�.

  Petty Cash May Not Be Used For:

  • Cashing checks
  • Making loans
  • Making advances
  • Reimbursing travel-related expenditures or to make travel advances
  • Paying wages for students or temporary employees, or pay overtime for any employee
  • Paying expenses relating to the use of private motor vehicles, including mileage and fuel
  • Providing floral tributes, small gifts and other tokens of appreciation or prizes and awards
  • Making purchase of any food items including meals for candidates, speakers, etc.; takeout food such as pizzas, subs or deli items; beverages or beverage supplies
  • Making purchase that would not be approved under normal policies and procedures
  • Making purchases from vendors that accept purchase orders or P-Cards

   

  • Reimbursement

  Original receipts are to be submitted along with the completed Petty Cash Reimbursement form including approval signature(s).  Accounts Payable will audit the receipts against the Petty Cash Reimbursement form, confirm appropriate fund usage and account codes and approving signatures.  The form will then be processed for payment and the check returned to the Custodian by the Controller鈥檚 office.   

   

  Other requirements for reimbursement:

  • The reimbursement amount is $75.00 or less per item with a $100.00 total purchase price. (Note:  Orders may not be split into smaller increments to avoid the $100.00 limit)
  • Requests for reimbursement must be submitted for payment within thirty calendar days from the date of purchase.  Failure to submit requests within 30 days from the date of purchase may result in the custodian being personally responsible for reimbursement.

   

  • Monthly Reconciliation Process

  The custodian must reconcile the petty cash fund at least on a monthly basis.  The custodian will complete the Petty Cash Reconciliation Form, counting cash and receipts to verify that they equal the total amount of the petty cash fund.  At that time, any receipts should be submitted to Accounts Payable with the Petty Cash Reimbursement Formwhich must be signed by the employee鈥檚 supervisor.

  The Petty Cash Reconciliation Form will be kept in the department to be presented to the Internal Auditor upon request. A Petty Cash Reconciliation must be completed as of June 30^th of each year.  A copy of the June 30^th Form must be sent to the Controller鈥檚 Office.

  If the count results in the discovery of an overage or shortage, the Petty Cash Reconciliation Form must be approved by the supervisor.  A copy of the Form must also be sent to the Bursar for further action.  Shortages may also require the notification of the Internal Auditor and University Police. 

  Overages may be an indication of revenue that has not been deposited.  All funds received should be taken to the Controller鈥檚 Office to be receipted into the appropriate fund.  They should not be stored with petty cash funds.

  Withdrawals of petty cash must be documented on a log that is maintained by the custodian.  It should include amount withdrawn, purpose of the withdrawal, initials of person withdrawing the funds and the date the receipt was received indicating petty cash was spent.

  Change Fund Operating Procedures

  The petty cash change fund is used to make change during a business cash transaction. 

   

  • Daily Reconciliation Process

   

  Cash drawers should be reconciled on a daily basis using the appropriate Balance Sheet for the department which lists the amounts for the bill denomination and coin types.

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Wireless credit card terminals may be rented from the Controller鈥檚 Office for Western Carolina University affiliated events.  Supply is limited and rented on a first come, first serve basis. Please follow the steps below to rent available terminals, renting multiple terminals is only allowable when there is an available supply.

Before the Event

1. Complete the Wireless Credit Card Machine Rental Agreement.

2. Submit the form to Janet Cabe in the Controller鈥檚 Office.

3. Reserve the credit card terminal by calling Janet Cabe in the Controller鈥檚 Office at 828.227.2736 or emailing cabe@wcu.edu.

Day(s) of the Event

Pick up the credit card terminal from the Cashier in the Controller鈥檚 Office. The terminal will be in a box along with instructions for use. If your reserved day is on a weekend, you must pick up the terminal on Friday before 3:00 p.m. Otherwise, pick up the terminal on the reserved day.

1. Proceed with your event using the wireless credit card terminal.

2. If your event lasts for more than one day, and you are keeping the terminal overnight, it must be kept in a secure and locked location.

3. After all transactions have been entered each day, settle the batch and keep a copy of the settlement. Instructions for settlement are included in the box with the terminal. If you do not settle the batch, the bank will not process the payments. You must perform the batch settlement to get your money.

4. You must run the batch settlement at the end of each day and bring the credit card receipts, the settlement report and a Daily Cash Report to the Cashier in the Controller鈥檚 Office the next morning.

After the Event

1. Return the terminal to the Cashier in the Controller鈥檚 Office.

2. Please ensure that everything that was in the box when you picked it up is returned.

3. The proceeds of the event, less a service fee of 4%, will be deposited in the fund indicated on the Wireless Credit Card Machine Rental Agreement within 10 business days after the terminal is returned to the Controller鈥檚 Office. Any discrepancies must be submitted to the Controller鈥檚 Office within 5 business days of the deposit date.

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Fund Policy:

• Expenditure Approval Policy
• Designation of Signature Approval Policy

Organization Policy:

• Organization Change Management

Records Retention and Disposition Schedule

• Institutions of the UNC System

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Banner Finance

• Banner Finance Request Form (Excel)
• Journal Entry Form (Excel)
• Request to Inactivate a Fund (Excel)
• Sales Activity Questionnaire (Excel)
• Check Request Form (Excel)

Direct Deposit

FYI - Accounts payable refers to payments you might receive as an employee for reimbursement of eligible official University travel expenses incurred by you and paid by you or for other expenses you incurred and paid for official University business that are reimbursable in accordance with University policy.

Check Requests and Prize/Award Payments

• Check Request for Prizes, Awards, Honorarium or Research Stipends (Excel)
• Request to Authorize Honorarium
• Professional Services Compensation

Gift Card and Certificates

• Gift Card Procedure
• Gift Card Disbursement Log
• Gift Card Authorization

Independent Contractor

• Standard Agreement for Independent Contractor (Excel)

• Independent Contractor Checklist

Fund Maintenance

• Subsidiary Fund Authority Form - for new fund creation fillable form (Excel)
• Request to Inactivate a Fund (Excel)
• Monthly Fund Review Form for UNC Business Process Standards (Excel)
• Catamart Approver Form (for training)
• Catamart Requestor Form (for training)

Dual Employment

• Dual Employment Policy (Controller's Office)
• Dual Employment Permission Form - fillable form (Excel)
• Request for Additional Payment to Employee Form (CP-30)
• Dual Employment - University Policy 8

Other

• Daily Cash Report Form(Excel)
• Domestic Wire Transfer Request
• International Wire Transfer Form
• Journal Entry Form (Excel)
• Journal Entry Rules-Overview
• Journal Entry Rules-Expanded
• Mobile Communication Device (MCD) Allowance Application
• Sales Tax Form and Instructions (Excel)
• Petty Cash Reconciliation Form (Excel)
• Petty Cash Reimbursement (Excel)
• W-9 Request for Taxpayer Identification Number and Certification
• Request 920 Number for Chrome River Travel (Excel-fillable)

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The Crosswalks are presented for historical purposes only. Be advised; they have not been updated as new FOAPAL elements have been added to the system.

• Banner-FRS Fund Crosswalk - PDF or Excel
  This crosswalk contains all active FRS Accounts as of 6-30-06 and their Banner Funds equivalent.
• Banner-FRS Expense Account Crosswalk - Excel
  This crosswalk contains the most frequently used expense object codes, and their new Banner Account equivalent.
• Banner-FRS Revenue Account Crosswalk - Excel
  This crosswalk contains the most frequently used revenue object codes, and their new Banner Account equivalent.
• Pool Crosswalk - PDF or Excel
  This crosswalk contains the most frequently used expense object codes, and their new Banner Account equivalent sorted in Pools.

ALL revenue or expense object codes

They are sorted in Pool order (numerical order) by their new Banner Account numbers.

• Banner Classification of Revenues with Descriptions
• Banner Classification of Expenses with Descriptions

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Background:

Trust fund legislation was enacted by the 1977 General Assembly and revised in 1998 to include Facilities and Administrative funds (also known as F&A funds or overhead receipts). General Statute 116-36.1 allows the University to establish accounts or trust funds outside State budget codes for certain categories of funds. Departments, organizational units, individuals, or groups may request the establishment of a trust fund or special fund that falls within the definitions and criteria outlined in Understanding Banner Funds above under Banner Finance tab and in this Policy. Requests for trust funds that are funded through contracts, grants, and agreements are processed through the Contract and Grants-Post Award Office.

Section 116-36.1(a) of the trust fund legislation states that the "Board of Governors is responsible for the custody and management of the trust funds of The University of North Carolina and of each institution. The board shall adopt uniform policies and procedures applicable to the administration of these funds which shall assure that the receipt and expenditure of such funds is properly authorized and that the funds are appropriately accounted for." The legislation also requires the trust funds to be deposited with the State Treasurer. Section 116-36.1(d) states that trust funds "are subject to the oversight of the State Auditor pursuant to G.S. 147-58 but are not subject to the provisions of the Executive Budget Act except for capital improvement projects which shall be authorized and executed in accordance with G.S. 143-18.1."

Trust Fund Types

• Gifts, Devices, or Bequests
• Contracts and Grants.
• Collections to support the extracurricular activities of students
• Self-Supporting Auxiliary Enterprises
• Overhead Receipts.

Special Fund Types 

• Operation of the institutions intercollegiate athletics
• Agency Funds-Monies held by the institution as fiscal agent for students, faculty, staff and organizations.

Requesting and Maintaining Trust/Special Funds

 

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When to Establish a Trust Fund or Special Fund

Each new trust fund must be approved by the Controller. The following conditions must be present to establish an institutional trust fund or special fund:

• The monies (assets) to be placed in the trust fund must meet the criteria as institutional trust funds or special funds. (See Understanding Banner Funds for criteria in the Banner Finance tab.)
• The monies may be generated in the course of performing departmental research and public service activities that are not State supported. Detailed periodic accounting reports are not required by external organizations or agencies (such as the Federal government).
• All costs associated with the generation of revenue must be matched with that revenue whether by direct payment of the expense or, if appropriate, by reimbursing another fund that originally incurred the expense.
• A trust fund should be requested when the anticipated funds qualify under the conditions above.

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Requesting a Fund

A fund should be requested when monies are anticipated that qualify under the conditions outlined above. Additionally, trust funds must fit clearly in one of the following categories with respect to sources of receipts.

• Gifts, devises and bequests

• Contracts and Grants (Requests for trust funds of this type are processed through the Contracts and Grants Office-Post Award tracts and Grants)

• Collections to support the extracurricular activities of students

• Self-Supporting Auxiliary Enterprises - (must complete Sales Activity Questionnaire)

• Overhead Receipts

• Intercollegiate Athletics

• Agency Funds

Sources of significant amounts should not be combined except by type of revenue and purpose of fund. For example, revenue obtained through gifts should be placed in a separate trust fund from revenue generated by contractual services.

Creation of a trust fund which will result in the sale of goods and services must comply with provisions of the . Contact the Controller's Office for additional instructions for this type fund.

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Submitting a Trust Fund Request

Complete the SFA requesting the new fund

• Retain a copy for departmental reference
• Submit the original to the University Controller's Office for pre-audit and processing

Each trust fund request (SFA) is examined carefully and must contain the following information about the proposed fund:

• Description of source of funds and pertinent data or correspondence related to source and purpose
• Purpose of the fund, how it is to be used, in support of what activity or function
• Any restrictions on the types of expenditures allowed
• Any time limits or other information pertinent to the continued existence of the fund
• Name of person authorized to spend the monies
• Name of the fund
• Organization number

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Fund Assignment

After review and approval of the SFA requesting a new fund, University Controller's Office will assign a fund number. The requesting department will receive a notification of the new trust fund number which is to be used as a guide for initiating financial transactions. Back to top

Maintaining Trust Funds and Compliance

Trust funds must at all times maintain a positive cash balance unless prior approval for exception has been obtained from the Vice Chancellor for Administration & Finance or his designee.

• Expenditures from the trust fund must be for the purposes provided for in the original SFA request.
• Activities recorded in the financial system for the trust fund must be reconciled and reviewed no less than monthly. Documentation of the reconciliation and review should be maintained for audit purposes.
• Gifts are subject to the Donor鈥檚 restrictions and conditions. Expenses must be supported with adequate documentation to ensure compliance.
• Trust Funds are subject to the same expenditure guidelines as State appropriated funds unless specifically excluded in the University Spending Guidelines.
• Trust Funds must be self-supporting. Operating costs paid for by other projects must be reimbursed timely.

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Changes

Submit a revised SFA for any anticipated changes in disbursing authority and/or address, fund name, source of funds, or purpose to the Controller's Office so that a revised fund authority may be processed. Back to top

Correspondence

Significant correspondence regarding the trust fund should be copied and forwarded to the Controller's Office to be placed in the official fund folder.

A new trust fund should be requested if significant amounts are received that do not fit the description of an existing trust fund.

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Closing a Trust Fund

If the purpose of the fund no longer exists, the disbursing authority should request that the account be closed. If the conditions of the gift or grant have been fulfilled, unless the grantor has specific instructions, any residual monies, whenever possible, should be used to support a program or purpose of similar nature, or closely related, to the original program or purpose. Back to top

Closing of an Inactive Trust Fund

The disbursing authority should prepare and submit the Inactive Trust Fund form to the Controller's Office so that the fund may be closed. Back to top

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Occasionally, it may be necessary to offer reimbursement of personal moving expenses to new professional staff when issuing an offer of employment. Information regarding eligibility, expenses and procedures: 

Overview

Moving expenses for new hires at 星空传媒 can be reimbursed using State funds or provided an allowance using Discretionary funds. All moving support from the university is fully taxable to employees. Approval of the administrative head of the employing department is required prior to making commitments to pay moving and relocation expenses. Additional approvals may be required depending on the funding source, as described in these procedures.

Eligibility

星空传媒 may pay an employee's moving expenses when moving reimbursement or allowances are available for full-time, permanent positions, AND eligible employees will be moving from outside a 50-mile radius of their new duty station.

The employee's move must be completed within 90 days of their start date. The Chancellor or designee may approve an extension beyond 90 days.

Funding Sources and Procedures

The University offers two types of funding sources for employee moving expenses: moving reimbursements, covered by State funds OR moving allowances, covered by Discretionary funds.

Moving Reimbursements (State Funds)

Typical "moving-related expenses" covered by a moving reimbursement are outlined in detail in the North Carolina Office of State Budget and Management (OSBM) Budget Manual Sections 6.8 and 6.9 and include, but are not limited to:

• Payment for movement of household and personal goods; including items such as furniture, clothing, and personel effects.
• Travel expenses incurred in moving the employee and their family from the old residence to the new residence are as follows:
  • For locating a new residence, three (3) round trips, not exceeding six (6) days and three (3) nights, are required.
  • For the day of moving - subsistence, lodging, and mileage.

The employee is required to submit a pre-approval request to use state funds, which requires the Chancellor's (or designee) approval. The moving reimbursement will require out-of-pocket expenses for the employee and will likely take more than one month from start date to process.

• You can share this instruction guide with new employees that walks them through the information that is needed for the pre-approval and reimbursement.
• New employees should not complete these forms for themselves. The forms and supporting documentation follow a specific workflow (see chart below).

Moving Allowances (Discretionary Funds)

Typical "moving-related expenses" covered by a moving allowance include, but are not limited to, house hunting, moving truck rentals, hiring moving companies, shipping costs for household items and related supplies, storage costs before or during the move, shipping costs for household pets, mileage incurred during the move, and other move-related costs such as connecting/disconnecting utilities and temporary living arrangements.

• Typically, no supporting documentation or receipts are needed.
• Moving allowances are capped at $5,000, and the amount awarded to an eligible employee is decided by the administrative head prior to the time of the move.
• Any request to exceed the $5,000 allowance requires the approval of the Chancellor.

No pre-approval is required for moving allowances (see chart below for workflow). The moving allowance will require out-of-pocket expenses for the employee and will likely take more than one month from start date to process.

Additional Fund Guidance

Payment for all moving-related expenses is the responsibility of the employee.

The moving expense reimbursement or allowance will be paid as a taxable lump sum payment and is intended to offset some of the employee's moving-related costs at the hiring department's discretion.

Departments may opt to cover applicable taxes for employees via a gross-up. Discretionary funds must be used for the gross-up portion of a reimbursement or allowance, regardless of the fund type used to cover moving expenses.

The Moving Reimbursement Form and the Moving Allowance Form are the only approved methods for paying a moving reimbursement/allowance to an employee. Moving-related expenses cannot be paid directly to an employee or a vendor through P-card or Catamart.

Discontinuation of Employment

Employees who complete less than one year of service at 星空传媒 must reimburse the University 100% of any allowance received (gross, not net of taxes). The employee should work with the hiring department to determine the amount to be repaid. No tax withholding or reporting adjustments will be made by the Payroll Office. Repayment should be made directly to the department outside of the payroll system.

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Card Processing

Payment Card Industry Data Security Standard Compliance

The Payment Card Industry Data Security Standard (PCI DSS) is a multifaceted security standard that includes requirements for security management, policies, procedures, network architecture, software design and other critical protective measures related to processing payment card transactions. This comprehensive standard is intended to help organizations proactively protect customer account data. Agencies found to be out of compliance that don鈥檛 take corrective action within a reasonable time may be required to stop accepting payment cards and may be liable for fines.

• (Registration Key: W2015Carol)
• 星空传媒 Payment Card Security Incident Response Plan
• University Policy 117- Information Security Policy
• University Policy 120- Payment Card Processing Policy
• Requirements for Payment Card Processing 
• Request for Credit Card Outlet Authorization 

Becoming a Payment Card Merchant

University departments shall not enter into an outsourcing agreement with a third-party provider, including software applications for credit card processing, without prior approval.

Merchant Application Process Steps

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星空传媒 has many foreign national visitors, employees and students each year. Payments to a foreign national can be very complicated due to tax laws and regulations. It is strongly recommended that you contact the Controller鈥檚 Office before making any payments to a foreign national. The taxability of payments made to nonresident aliens (NRA) depends on various immigration and tax treaty factors. An NRA鈥檚 visa is one of the first criteria to examine to determine whether or not a payment can be made to the NRA, and if so, the taxability of that payment to that person. There are many different types of visas, but the following list contains the most frequently encountered visas:

• WT Waiver of visa for tourism - No work authorization.
• WB Waiver of visa for business - No work authorization.
• F-1 Students - Work authorized under very limited circumstances.
• J-1 Exchange visitors, students, scholars, trainees, researchers - Work authorized under certain circumstances for the sponsoring institution as allowed by their sponsoring institution鈥檚 program.
• H-1B Professional - Work authorized for the sponsoring employer. May only receive compensation as an employee.
• B-1 Business visitors - No work authorization, Eligible to receive honorarium and reimbursement for travel expenses in limited situations. Contact the Tax Compliance Office.
• B-2 Visitors for pleasure - No work authorization, Eligible to receive honorarium and reimbursement for travel expenses in limited situations. Contact the Tax Compliance Office.
• A-1 Diplomats and foreign government officials - No work authorization and they are ineligible to receive honorarium or travel reimbursements.
  G-1 Employees of international organizations - No work authorization and they are ineligible to receive honorarium or travel reimbursements.

All employees, temporary employees, and student employees are paid through the University payroll office. Any withholding rates will vary depending on individual circumstances. Contact the Payroll Department in Human Resources with any questions regarding payroll withholding rates or any payroll related issues. Please review Foreign National Information Form.

Payments made to any other NRA鈥檚 are typically paid through the University鈥檚 A/P office and must be approved by the Controller鈥檚 Office. Most of these payments are for individual personal services, honorariums, or travel reimbursements. The appropriate forms must be filled out and submitted before payment can be processed. If you have further questions about these types of payments or the forms needed for payment, you can contact the Controller鈥檚 Office. These types of payments to foreign nationals will be reported on Form 1042-S (NOT Form 1099). Any questions concerning scholarships to foreign national students should be directed to the Bursar in the Controller鈥檚 Office.

Individual Personal Services

Individual Personal Services, also known as Independent Contractor payments, can also be paid to NRAs. If the services provided by the NRA were performed in the United States, then it is considered income from U. S. Sources and subject to tax withholding and reporting to the IRS. If the services provided by the NRA were performed outside the United States, then it is not considered income from U. S. sources and is not subject to tax withholding or IRS reporting. The location where the services were performed determines the source of the income. It does NOT matter where the contract was made, the place of payment, or the residence of the payer. The University must generally withhold tax at the standard IRS rate of 30% on compensation paid to an NRA for individual personal services performed, unless a tax treaty benefit applies. The NRA will also be subject to N.C. 4% withholding tax on any payment over $1,500.00 if applicable. This type of service also includes honorarium paid by colleges and universities to visiting teachers, lecturers, and researchers. Both individual personal services and honorarium payments are also governed by the 9/5/6 rule. This rule limits the length of stay by the NRA to nine days. Services by the NRA are limited to five U.S. businesses during a six month period.

Form 8233

If an NRA wants to claim a treaty benefit exemption from withholding, or reduced withholding of taxes, if permitted by the tax treaty with the NRA鈥檚 country, the NRA should contact the Controller鈥檚 Office to complete a Form 8233. If the person is an NRA and a University Employee, then set up an appointment with the Payroll Department in Human Resources because the forms are computer generated. A valid U.S. social security number or a U.S. individual taxpayer identification number (ITIN) is required in order to use this form for a tax withholding treaty exemption. Any tax treaty a country has with the U.S., if applicable, will only exempt or reduce tax withholding on payments received in the U.S. The NRA must also provide a copy of his/her visa or I-94. Please note that a valid U.S. Tax ID number is REQUIRED to claim tax treaty benefits. Without form 8233 being filed, all required taxes must be withheld from all payments.

Travel Expenses

Generally, an NRA can be reimbursed for travel expenses if the payments are made under the accountable plan (in accordance with the University鈥檚 travel policy) and are for business purposes. The NRA will need to submit all original travel receipts, i.e. airline tickets, train tickets, etc., or the NRA will not be reimbursed. Most payments for travel expenses are not reportable to the IRS and are not subject to NRA withholding taxes. Although the University may not be paying the NRA an honorarium, the NRA must qualify to receive an honorarium in order to receive a travel reimbursement if the NRA is on any visa type other than B-1 or B-2.

Scholarships

Please contact the Bursar in the Controller鈥檚 Office for reporting issues of scholarships awarded to NRA students. Portions of scholarship payments to NRA students may be required to be reported on form 1042-S annually.

Non-Payroll Payments to Foreign Individuals
Requests with all original travel expense documents attached should be forwarded to the Controller鈥檚 Office for review before final processing.

Documents

Below is a list of helpful documents/information needed before paying a NRA:

• Name of NRA
• Copy of the NRA鈥檚 passport and visa showing the immigration entry stamp and/or I-94 issued by immigration
• NRA鈥檚 country of residency
• Length of stay at 星空传媒
• Purpose of the NRA's visit
• Valid U. S. Tax ID number required for treaty benefits

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• Revenue Codes
• Expenditure Codes - condensed for departments

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•  - This form should be used to report scholarships and travel grants that are supported by departmental funds or grants.
• or "Recognition Award" means monetary acknowledgement for recognition purposes.  Awards may be paid from discretionary departmental accounts or endowed funds as defined by donor gift agreements.
•  means winnings received as a result of a drawing or contest.  Prizes may be in the form of cash, cash equivalents(e.g. gift cards), or non-cash items (e.g. electronic devices).
• Payment Guide
• Decision Tree

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Travel-Emburse Enterprise

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The university has a wide variety of sources of funds, each of which has its own spending characteristics. No set of guidelines can be written that addresses every possible expenditure decision, which may arise. There are some basic rules, regulations, and precedents, which are presented here, however, that can help to guide an employee, department and/or division in making wise spending decisions. These guidelines are provided to ensure that faculty/staff can carry out the university鈥檚 mission effectively, while ensuring that fiscally responsible and legal spending practices are followed.

The complete document outlining these guidelines is available here: 星空传媒 Spending Guidelines

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