Frequently Asked Questions

Fund

• Fund identifies WHERE the resource of spending is FROM –
  • State (110000-119999)
  • Overhead Receipts (120000-129999)
  • Trust/Non-State (130000-149999)
  • Contract and Grant (200000-229999)
  • Restricted/Non-State (230000-299999)
  • Auxiliary Operations (300000-399999)
  • Agency(810000-819999)
  • Capital Improvements or Repair & Renovations (900000-959999)
• Six-digit number

Organization

• Organization identifies WHO is performing the spending
  • Generally, a system reference for a department
• Five-digit number

Account

• The Account identifies WHAT we are spending the funds on
• Generally used by campus users for revenues and expenses
• Six-digit number
• Account Type
  • 1xxxxx (Labor/Personnel)
  • 1xxxxx (Labor/Personnel)
  • 2xxxxx (Other Than Personnel)
  • 3xxxxx (Revenues)
  • 4xxxxx (Transfers)

Program

• The Program identifies HOW we are spending the funds
• These codes are established by the UNC System Office
• Three-digit number

Activity

• Generally used by Accounting Services to track Capital Improvement and Repair & Renovation Projects

Location

• Generally used by Fixed Assets to track University Assets

The funding source can determine the restrictions.

Examples: Food, generally, cannot be purchased with state funds unless the person is traveling. The purchase of microwave ovens, coffee pots, refrigerators for personal office use is not allowed with state funds.

Transfer account codes (4XXXXXX) must be budgeted by the Budget Office via email. Transfer account codes (4XXXXXX) must be budgeted in order to perform any cash transfers. (Excluding Cash Pool (239995) Budgeted Funds)

State Funds 110000 – 119999

• The largest component of the University’s operating funds.
• Are established by the State Legislature and influenced by the University’s Board of Governors.
• Predominantly funded from revenues collected from the State’s taxpayers and student tuition payments.
• Permanent state budgets (+ or – any perm changes) are rolled forward from one fiscal year to the next.

Overhead Receipts 120000 – 129999

• Reimburse the University for Facilities & Administrative (F&A) costs.
• Those costs include all things essential to support sponsored research which can’t be charged to a specific grant or contract.
• F&A costs percentages are currently set for a three-year period.
• Percentages are based on actual cost records audited and approved by the Federal Government.

Trust/Non-State 130000 – 139999 & Restricted/Non-State Funds 230000 – 299999

• Funds which the General Assembly and the Board of Governors do not appropriate.
• These funds are raised by the University as a result of our instructional, research and service mission.
• These funds come from such sources as Federal, State or private grants, gifts, and contracts as well as endowment and investment income.
• Restricted funds are limited by specific uses.

Auxiliary Operations 300000 – 399999

• Includes Parking Operations, Housing & Residence Life, Student Health Services, Printing and Library Services.
• Also includes UNCG income from outside contracted auxiliaries such as campus dining and bookstore.
• Expenditures from these funds must follow the same guidelines used for state funds except when used for certain program related activities.

The Accounts Payable (AP) Team commonly handles the following for UNCG:

• Vendor Payments (Setups)
• Expense reimbursements
• Travel Reimbursements (Advances)
• Interdepartmental invoices

Acctpay@uncg.edu is available as a shared email box. Staff is available M-F 8am to 5pm and will address your inquiry as expediently as possible.

Please direct these inquiries towards procurement. General rule of thumb is that we are not allowed to make prepayments.

Vendors must adhere to the terms as specified below under “vendor terms and payment methods”. If there is a special circumstance or emergency, please reach out to acctpay@uncg.edu with your request.

• Wait 10 business days. There is a minimum wait of 10 business days for the date of check processing. This is to allow the USPS some time to deliver and avoid voiding a check the vendor would have been able to deposit!
• Contact Accounts Payable with the Vendor ID, Check Date (if known), and $ amount. They will assist you with filling in an affidavit form.
• Affidavits must be signed by the payee.

• If an affidavit is submitted by a matching uncg.edu email address there is no notary requirement!
• All other submission methods requires a Notary.
• If using an out of state notary, cross through the text “North Carolina” and write in the state of the notary’s license.

• Physical Plant
  • BANFIN-59
• Telephone Services
  • BANFIN-66
• University Bookstore
  • BANFIN-60
• University Food Service
  • BANFIN-69
  • BANFIN-60
• Motor Pool
  • BANFIN-72A
• All Others
  • BANFIN-33

All current BANFIN forms can be found on the Forms page on the Controller’s Office website.

• A FUPLOAD is a “file upload”, which allows us to avoid data entry on large volume transactions.
• There are no set # of lines where a FUPLOAD must be used, but if the amount of lines to key seem excessive a FUPLOAD will be beneficial to us.
• You must use the most up to date and instructions on FUPLOADs can be found on the Controller’s Office website.

• The Revenue account (Selling Department) must use an account beginning with “3”.
• The Expense Account (Purchasing Department) must use an account beginning with “2”.
• For purposes of Interdepartmental Invoices, you should not utilize an account beginning with “4”.

If your fund used is between Fund 200000 and 229999 it will need C&G approval prior to processing by AP.

• Receipts must clearly show the following:
  • Date of purchase
  • Amount of purchase
  • Proof of payment
  • Commodity/service purchased
• If the receipt is illegible your reimbursement may be denied or delayed.
• Receipts must be in the name of the reimbursement payee.
• If taking out a visitor/candidate that will be submitting a TRV, you will need to include a copy of the completed, signed TRV for that visitor as a supporting document in order to receive reimbursement.

If this information is missing your reimbursement may be delayed!

• As of July 2022, students are never permitted to make purchases with personal money for UNCG business purposes!
• The department, or professor, should make the purchase on behalf of UNCG, not the student.

All student reimbursements, whether the rare exception to the above rule, an award, or for an approved student-benefitting expenditure must be submitted to financial aid for review. A reimbursement to a student may affect their financial aid package and a new fund may be needed!