A department wants to provide 3-ring binders with instructional materials to workshop participants. Is this allowable from State funds?
Yes, as long as: Each item purchased is at a minimal value (under $1 each), and Items meet the promotional...
Accounts Payable
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A department wishes to purchase polo shirts with the name of the department on them and distribute to key employees. Is this permissible using state funds?
This type of purchase is not allowed, unless this item is part of a mandatory uniform for the employee’s position.... -
An academic or administrative department wants to purchase six-pack coolers/lunch bags for workshop participants. Is this allowable from State funds?
This type of purchase is not allowed. Read more: Prohibited Purchases on State Appropriations -
Are meal delivery services or restaurant gift cards considered taxable income?
Yes. Meal delivery services and restaurant gift cards are considered taxable income and must be reported on IRS form W-2... -
Are meals for an employee’s spouse reimbursable?
The Conference and Meeting Expenses guideline 4.0.1 provides that the spouse’s attendance during a meal must have a business purpose... -
Can a department use State funds to buy promotional items with the name of the academic department?
Yes, as long as: Each item purchased is at a minimal value (under $1 each), and Items meet the promotional... -
Can a proforma invoice be used to pay a supplier?
No. A proforma invoice is an estimate or quote. Although a proforma includes much, if not all, of the same... -
Can a student be paid an honorarium?
An honorarium is a monetary token of appreciation in lieu of payment for services when propriety forbids the setting of... -
Can an honorarium be a one time supplier payment?
No. All honorariums must go through the supplier onboarding process due to tax reporting requirements. Related article: How do we... -
Can an honorarium be paid to an organization?
No. Honorariums are monetary tokens of appreciation in lieu of payment for services. They are payments to professional persons for... -
Can Educational and Technology Fees (ETF) be used to pay faculty salaries?
No. ETF funding cannot be used to pay faculty salaries or graduate assistants who are responsible for the class as... -
Can gift cards be purchased on state funds?
This type of purchase is not allowed. Read more: Prohibited Purchases on State Appropriations -
Can I create an invoice for a supplier?
Invoices cannot be created for a supplier. An invoice must be sent to the university by the supplier. -
Can I hire a caterer for a university-sponsored event?
Meal service by a caterer may be allowed if certain requirements are met. The funding must support the catering expense.... -
Can I pay an employee with a gift instead of an honorarium?
An honorarium is a monetary token of appreciation in lieu of payment for services when propriety forbids the setting of... -
Can I pay an honorarium to an employee?
No, honorariums can only be paid to non-employees. Honorariums are a monetary token of appreciation in lieu of payment for... -
Can I prepay with this fiscal year’s funds for travel that will occur next fiscal year?
Regarding state funds, payments within current fiscal year can include: Payments and reimbursement of registration fees depend upon when they... -
Can I submit a statement in the place of an invoice?
This is not allowed. A supplier issued invoice is required. -
Can I use a small purchase voucher to pay for a fellowship or scholarship?
For graduate students, scholarships/fellowships (stipends) should be paid through the Fellowship Payment System set up through the Graduate School and... -
Can I use a trust project (Trust Fund) to purchase gifts?
Each university trust fund has a trust fund authority which departments must adhere to certain terms and conditions over the... -
Can my department pay for Green Card fees?
Upon departmental approval to sponsor a foreign national employee, NC State is only required to pay for the costs associated... -
Can my department pay for virtual conference or meeting expenses such as meals?
According to the Conference and Meeting Expenses Guide: Meals provided to virtual meeting participants at remote locations, including their homes,... -
Can my department use State funds to buy t-shirts for employees to promote morale within the department?
This type of purchase is not allowed. Read more: Prohibited Purchases on State Appropriations -
Can the Transportation Security Administration registration fee be paid for with state funds?
State funds may not be utilized for TSA PreCheck. For all other funding sources, contact Accounts Payable to discuss further.... -
Can the university pay for students’ visa or visa-related charges?
Expenses related to a student visa are not allowed. Students are responsible for their own visa charges. For employees, please... -
Do I need to submit a travel reimbursement for a virtual event?
No. Virtual conferences and trainings do not require travel and therefore do not require a travel authorization. Reimbursement for registration... -
Do I pay for car rental taxes when renting a car for travel?
For official university business, where the university is not directly billed by the rental company, travelers do have to pay... -
Does the university prepay for goods?
Prepayment of goods is not allowed. If there are unusual circumstance that need to be considered, contact Assistant Controller of... -
How do I add or update a supplier’s address?
To view a vendor’s address follow the steps outlined below: Log into MyPack Portal. Select the Financial System Homepage from... -
How do I approve a supplier invoice?
To approve a supplier invoice for payment, please refer to the instructions listed in the PO Invoice Processing Guide, Chapter...