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 a voucher be copied for repetitive payments?
No, unfortunately, the voucher process does not have a copy function available. -
Can an honorarium be paid as a one time supplier payment?
No because, Honorariums are considered income to the recipients. All recipients of honorariums must register with NC State through the... -
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 purchase memberships to warehouse clubs?
Memberships to wholesale clubs, such as Costco, BJs, Sam’s Club, etc. for a department or program should be carefully reviewed... -
Can I submit a statement in the place of an invoice?
This is not allowed. A supplier issued invoice is required. -
Can I take personal days during business travel?
From The Travel Manual, section 1.1.5 Trips for University Business and Non-University Purposes: Also, please note that the Travel Manual,... -
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... -
Can university funds be used for departmental graduation expenses?
The only expenses for departmental graduation ceremonies that may be paid on state funds are program printing costs and facility... -
Can university funds be used to purchase an appliance?
Please reach out to your college/departmental business office to discuss the specifics of your purchase.
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