Finance
After the beginning of each Fiscal Year (July 1), and given sufficient funding, the Director of the School of Music allots two types of funds:
- Specific Area funds
- Research and Professional Development funds for pre-tenured faculty
Expenditures of these awarded funds will be processed in the same manner as all School of Music funds, using the following procedures.
Chrome River/Emburse is an online pre-approval and reimbursement system used by faculty and staff for travel pre-approval, travel expenses, and PCard reconciliation. It may be accessed at chromeriver.uncg.edu using Single Sign On (SSO). All current or future business travel must use Chrome River/Emburse. Ideally, faculty will first get training in Chrome River/Emburse before process any upcoming travel requests.
- Tutorial: Getting Started in Chrome River/Emburse
- Please also review the Chrome River/Emburse PCard Training PowerPoint
- Training Workshops: https://workshops.uncg.edu/ or the How-To Videos below
Once you have reviewed training materials, Chrome River/Emburse may be accessed at the link below.
When you first sign in to Chrome River/Emburse, you must select Mason Newcomer as your delegate.
- Tutorial: Assigning a Delegate
How-To Videos
Please submit all requests for guest artists and service providers through the online Contracting Guest Artists and Service Providers Form. All requests must include a completed and signed Taxpayer Information Form or Form W-9 (both forms linked below).
| Requests Less Than $1,500 | Requests Greater Than $1,500 |
|---|---|
| If the total compensation for your guest artist is less than $1,500, complete the following steps: Submit the Contracting Guest Artists and Service Providers Form. Attach a completed and signed Taxpayer Information Form or Form W-9. No formal University contract is required for requests less than $1,500, but all other requirements remain the same. | If the total compensation for your guest artist is greater than $1,500, complete the following steps: Submit the Contracting Guest Artists and Service Providers Form. Attach a completed and signed Taxpayer Information Form or Form W-9. Additionally, include a Contract Creation Exhibit A & B Form so that a formal University contract can be generated. The contract must be fully executed before the guest artist or service provider performs services. |
| This form IS for: | This request form is NOT for contracting the following: |
|---|---|
| Contracting performing ensembles or individuals who perform, lecture, adjudicate, or provide services. Examples include: Guest performing ensembles (e.g. Akropolis wind quintet) Guest individual performers (anyone enrolled or on UNCG payroll is ineligible) Individual guest lecturers (anyone enrolled or on UNCG payroll is ineligible) Individual recording engineer (anyone enrolled or on UNCG payroll is ineligible) Individual graphic designer doing an album cover (anyone enrolled or on UNCG payroll is ineligible) | Students for any reason – please use the Student Hire Request Form instead (see “Hiring Student Workers”) Faculty & Staff for any reason (see “Hiring Current Faculty or Staff (Add Pay)”) Companies or licensed LLC Corporations – please use the Purchase Request Form instead (see “Purchasing from Companies” instead) |
Helpful Tips
Anyone receiving a check from UNCG must have a current vendor record. A taxpayer information form is required to be completed and signed by every new guest artist or service provider before any payment can be processed. This form may be found at the link above. Failure to complete and return the form can delay payment to your guest.
Please let guest artists know in advance that they are responsible for their own travel. If you wish to cover the cost of travel for your guest, include those expenses in the total fee payment and note that in your request. (Ex: $500 for Renée Fleming to perform; $200 appearance fee and $300 for travel).
Do not schedule or ask a student employee to perform tasks until the School of Music Administrative Assistant has confirmed their eligibility and hired them. Before any student can begin work, two things must happen:
- The supervisor must complete the Student Hire Request Form (link below).
- The student worker must complete an I-9 verification (link below) with the Student Employment Office (SEO) before their first day of work. A student will not be hired until all three steps below have been completed.
- Make an appointment with the Student Employment Office (SEO) through Handshake.
- Go to your appointment to present your documentation. A list of acceptable documents may be found here.
- Receive your confirmation email from SEO. This email should be forwarded to the School of Music Administrative Assistant. Please keep this email in your inbox for your records. Students
- Returning employees do not need to complete a new I-9 each year. They do, however, need to forward their confirmation email to the School of Music Administrative Assistant.
The School of Music must receive both the hiring request and proof that the I-9 verification has been completed before the 25th of the month to be hired and eligible for payment at the end of the following month. Students are not allowed to work more than 29 hours per week on campus.
Payment Methods
These are the methods by which we can pay students:
- Hire them as an hourly employee who submits a monthly timesheet.
- Hire them as a flat-pay hire for one-time events (Ex: a performance at graduation).
- Hire them as a flat-pay hire for an extended project with recurring equal payments.
Timesheets
The faculty or staff member requesting a student hire is that student’s supervisor. The supervisor is responsible for ensuring that the student either works the required/scheduled hours and/or has completed the project or assignment. Supervisors are responsible for the following:
- Ensure their student employees complete timesheets by the monthly deadline.
- Verify the information contained in each timesheet is correct through their approval signature.
- Submit signed timesheets to the School of Music Business Officer by the time entry deadline (usually the 11th of the month, with some exceptions).
If you intend to hire another member of the faculty (full-time or part-time), please submit all requests through the online form linked below. Requests must be submitted at least three months before the work is scheduled to begin. It is the responsibility of the faculty member requesting the hire to confirm with the SOM Administrative Assistant that all necessary approvals have been requested and received.
Requests for payment submitted after the deadline may be rejected by the School of Music. Requests submitted after the work has begun will be refused by the College of Visual and Performing Arts (CVPA) Administration and/or the Office of the Provost.
The UNCG Purchasing Card (PCard) is the preferred method for purchasing at UNCG. When authorized by the School of Music Director, faculty may apply for a UNCG Purchasing Card (VISA) to make purchases and pay for travel expenses authorized by the School of Music.
Faculty who may wish to apply (forms available from the Business Officer) must complete PCard training and pass an online test showing adequate comprehension of UNCG Purchasing regulations.
PCards are not to be used for payments to an individual for services.
Receipts should be uploaded to the Chrome River/Emburse eReceipt Gallery immediately after making a purchase (Attach Receipts in Chrome River/Emburse).
Allowable Materials/Supplies/Commodities
- Services from Incorporated Suppliers (INC)
- Services from Limited Liability Corporations (LLC)
- Advertising*
- Off-campus Catering, Fast Food (refer to food section for more details)
- Groceries**
- Computers (SpartanMart only)
- iPads (5Ws and product Serial Number required)
- Utilities (cell phones, pagers, cable, etc.)
- Professional Licenses (In-line with job duties)
- Rental orders (one-time/non-recurring only; not monthly, annual rent/lease agreements)
- Memberships
- Recruiting Services
- Subscriptions and Magazines (delivered to UNCG address)
- Shipping and Handling
- State/Federal Surplus and Purchases from State Agencies
- Postage (for specific mailing only)
- UNCG Bookstore (Barnes & Noble)
- UNCG Dining and Catering
- Office Supplies
- Managed Printing Services (MPS)
*Proof of advertisement must be kept on file within the department.
**Refer to: UNCG Basic Spending Guidelines.
Allowable Travel*
- Transportation
- Commercial Airline, Railroad (coach rate)
- Rental Cars, Bus (to destination), Taxi (including tip)
- Bus or other Public Transportation (between airport/station and hotel)
- Airport Limousine, Shuttle Service (including tip)
- Internet Services, telephone calls (approved business related)
- Rental Car Insurance in a foreign country
- Hotel Room
- Registrations
- Parking
- Gasoline (rental cars only)
- Travel Agent Fees (although it is recommended to make own travel arrangements)
*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.
All exceptions must have prior approval by the Director of Procurement Services or Assistant Director of Procurement Services.
Non-Allowable Materials/Supplies/Commodities
- Maintenance contracts
- Rent/Leases (recurring monthly, annually, etc.)
- Tuition Payments
- Consulting Fees/Services
- Services from Independent Contractors
- Legal Fees/Services
- Medical Fees/Services
- Personal/Unapproved/Unofficial Purchases
- Commitments for greater than one fiscal year
- Commitments that span fiscal years
- Transactions that Exceed or Circumvent Spending Limits
- Gasoline (other than rental car)
- Furniture (with the exception of one office replacement chair)
- Controlled Substances
- Sit-Down meals*
- Charitable contributions
- Insurance
- Cash or Cash Advances
- Moving Expenses
- Construction or Renovation Services
*Refer to: UNCG Basic Spending Guidelines.
Non-Allowable Travel
- Restaurants (casual or fine dining)/Food/beverages
- Limousine (other than airport)
- Any transportation method not directly related to business
- Hotel Services/entertainment, including, but not limited to:
- Movies
- Sauna
- Room Service
- Gym/Weight Room
- Refrigerator/Microwave requests
- Foldaway Bed requests
- Laundry (hotel or outside)
- In-room Vending
- Meals/beverages
- Tips (other than stated as allowable)
- In-room Vending (stocked fridge/bar, bottled water, etc.)
- Insurance of any kind except car rental insurance in a foreign country. (The University has an insurance policy for rentals inside the U.S.)
- Tours or Other Social Activities
- Expenses of a Personal Nature
- Any travel arrangements for Non-Resident Aliens*
*Any travel for a Non-Resident Alien must be processed via reimbursement. Form NRA-001 must be completed prior to the University issuing payment. The PCard is not allowed to pay for Non-Resident Alien travel.
All exceptions must have prior approval by the Director of Procurement Services or Assistant Director of Procurement Services.
The PCard may NOT be used for any other UNCG entity. Please use Chrome River/Emburse.
Purchase Request Form
Please submit all requests for purchases of physical items or services from an LLC through the online Purchase Request form, the link to which can be found below. Examples include, but are not limited to:
- Stores selling office supplies, musical instruments, music, etc.
- Bus rental companies
- Catering companies
- Organ repair companies
- Piano moving companies
If you are unsure, consult the School of Music Business Officer before making your request.
Harris Teeter Charge Card
The School of Music Harris Teeter Corporate Credit Card may be used for the purchase of food, drink, and supplies required for various school-sanctioned events. The card is available for check out through the College of Visual and Performing Arts Dean’s Office (Music 220).
The card is to be returned immediately after your purchase has been completed along with the itemized receipt. Purchasers will be asked to provide the “5 W’s” (see below, available from the Business Officer).
WEX Gas Card
The School of Music (SOM) has a WEX Gas Credit Card for the purchase of gasoline for School of Music vehicles and rented vehicles during approved travel. The card is available for check-out through the SOM Business Officer.
The card is to be returned as soon as the purchase or travel has been completed.
The 5 W’s
The 5 W’s are required by the Purchasing and Accounting Offices to process payments at UNCG. This information is required for the purchase of items for entertainment purposes (food, drink, plates, cups, etc.), purchases for travel, and in some instances for specialized purchases such as rentals, clothing, or furniture.
The 5 W’s are:
- WHO – The name or organization for which the purchase was made.
- WHAT – A brief description of what was purchased.
- WHEN – The date of the event related to the purchase.
- WHERE – The location of the event related to the purchase.
- WHY – The name of the event and the reason for purchase. Ex: Richard Cox Tribute – refreshments for reception.
Reimbursements are a last resort method of making purchases. Faculty members who do not have a PCard may request authorization to purchase needed items and be reimbursed for the purchase. Itemized receipts should be provided to the SOM Business Officer (with the 5 W’s Form, if required) for processing. Please allow at least one month for reimbursements to be processed and paid.
Students may not be reimbursed for any reason. Only faculty and staff may receive a reimbursement.
Request for travel funds should be made as soon as possible to facilitate the approval and processing of your request. All travel requests (especially international travel) must be approved before any funds are spent. Without approval, you may be personally responsible for any payments made and the trip may not be covered under university insurance protections.
| Step | For Faculty | For Students |
|---|---|---|
| Step 1 Explore and apply for other potential funding sources on campus | Funding requests should only be made for travel during which you will not receive compensation. Presentations and performances are given priority over conference attendance. See Travel Funding Opportunities to explore other funding options. | See Travel Funding Opportunities to explore funding options. |
| Step 2 Travel Pre-Approval | If planning to stay in a non-hotel, fill out the third-party lodging form (must be signed by the Director and UNCG Controller’s Office) before you submit your pre-approval. Use Chrome River/Emburse to request Pre-Approval. Confirm that Mason Newcomer is assigned as your delegate (Assigning a Delegate). If you do not know which fund number to use, please contact Mason Newcomer. If you are receiving fees or honoraria during this travel, you must indicate this during the pre-approval. Also, indicate whether you are seeking funding from outside the School of Music (see Step 1). You will receive an approval from Chrome River/Emburse. You must click ‘Approve’ and forward this email back to Mason Newcomer, who will then forward to the School of Music Director. | Use the Travel and Conference Funding Request Form (above) to request your pre-approval. Include the name of your faculty/trip supervisor. The faculty/trip supervisor and Mason Newcomer should be added as the students’ ChromeRiver/Emburse delegate (Assigning a Delegate). You will receive an approval from Chrome River/Emburse. You must click ‘Approve’ and forward this email back to Mason Newcomer, who will then forward to the School of Music Director. |
| Step 3 Booking Travel (after receiving approval) | If using a PCard, you will need to keep receipts for two purposes: 1) to upload your PCard reconciliation, and 2) for submitting your travel expense report below (Step 5). Each has a different timeline, but both occur in Chrome River/Emburse. For questions, see the Chrome River/Emburse User Guide, paying particular attention to naming conventions. Upload your receipts to reconcile in ChromeRiver/Emburse before the posted PCard deadline, which may be before your trip. If not using a PCard, keep all receipts for your reimbursement. Receipts must be submitted with your expense report upon return. | Keep all receipts for your expense report submission upon return (done by the faculty or trip supervisor). If a faculty member is paying for it on their PCard, students must provide that faculty member with their receipts. |
| Step 4 During the Trip | Keep all receipts, except for meals. If using a PCard, remember you can use it for any expenses except meals (which are already paid as per diem) | Keep all receipts, except for meals. |
| Step 5 Submitting your Expense Report (must be done promptly) | Everyone must use Chrome River/Emburse to submit their expense reports on their own. You must include all receipts, except for meals. Please provide a printed copy of the conference announcement or program along with your receipts. If you are presenting/speaking, marking that on the program is helpful. | Faculty Supervisor does the expense report submission for the student in Chrome River/Emburse. To do this, the faculty supervisor must have all receipts (except meals) from the student. Please provide a printed copy of the conference announcement or program along with your receipts. If you are presenting/speaking, marking that on the program is helpful. |
Graduate Student Travel
The Graduate Student Association (GSA) offers funding through the Professional Development Fund (PDF) and Research Capstone Fund (RCF) in both the Fall and Spring semesters.
The PDF can cover registration fees, travel, hotel, and/or food costs up to $500 for those who participate in the conference. Participation is defined by actively presenting or attending for a UNCG-business reason.
The RCF is essentially a purchase request for an item/service that will benefit your research. Please note that the item purchased will belong to the university, and your submission should highlight how the item or service will benefit more than the individual making the request (UNCG, the community, etc.). Example: One recent graduate student received funding for a videographer to record videos of All-State excerpts to benefit the public schools of NC.
Please visit the GSA funding website if you are planning to apply for either of these two funds. Questions about fund applications should be routed to the GSA Treasurer. The window for Fall applications opens in Mid-October and lasts for two weeks.
Faculty Travel
Campus Global Engagement Opportunities
The Office of Research and Engagement (ORE) provides funding to cover some of the costs for travel to national conferences (Scholars Travel Program) and the Global Engagement Office provides funding for international conference travel. ORE also provides support for expenses related to media development, publishing, or exhibiting.
Internal Faculty Research/Scholarship/Creativity Awards
Your research and creative activities enhance your teaching and are important to your career, discipline, and to UNCG. To support and recognize faculty successes, UNCG continues to provide internal research/scholarship/creativity awards. The deadline for the FY25 Internal Faculty Awards is in mid-October. An informational workshop is scheduled in September. For more information, click here.
Other funding can be obtained through the Office of Research and Engagement.
You may also want to visit the Internal Research Awards page.
CVPA Dean’s Funding Opportunities
- Community Engagement Fund
- Eligibility: Full- and Part-Time Faculty, Staff, and Graduate Students
- Deadline: October 5, 2025 at 9:00 pm
- A copy of the application and CFP is available at https://go.uncg.edu/fa25cvpa_cegrant
- Inclusive Excellence Fund
- Eligibility: Full- and Part-Time Faculty, Staff, and Students
- Deadlines: September 28, 2025 and January 31, 2026
- A copy of the application and CFP is available at https://go.uncg.edu/ie-fund
- Dean’s Research/Creative Incentive Fund (DRIF)
- Eligibility: Full-Time Faculty (Tenure-Track and Professional Track)
- Deadlines: September 28, 2025 and January 31, 2026
- A copy of the application and CFP is available at https://go.uncg.edu/cvpa-drif
- Staff Professional Development Fund
- Eligibility: Full-Time Staff
- Deadlines: First of every month until June
- A copy of the application and CFP is available at https://go.uncg.edu/cvpa-staff-fund.