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Accounts Payable Resources
Are filing fees for travel visas allowable charges to sponsored projects?
When travel by PI / project personnel is necessitated by sponsor or nature of work, basic filing and anti-fraud fees...
Can I pay for airline memberships with my PCard?
No, airline memberships are not an acceptable expense for the University, regardless of fund source.
Can I pay for the cost of a passport with my PCard?
Yes, as long as the employee has upcoming international travel where the passport would be required.
Can I pay for Uber or Lyft with my PCard?
Yes, but please use caution when selecting the correct credit card for your business and personal travel Most ride-share apps...
Can I rent a car with my Pcard?
Yes. Please make sure that the employee has a fully approved Travel Authorization (TA) in place prior to booking. Refer...
Can I use my PCard at a restaurant?
Yes, as long as the card has the “meals” profile enabled. The PCard should not be used for per diem...
Can I use my PCard to pay for other employee’s travel expenses?
Yes, you can. Collect all receipts and attach them to the cardholder’s transaction in the Card Center AND in the...
Can I use the PCard to pay for family/friends’ airfare or conference fee and reimburse the University?
This is not an allowable expense. No personal expenses are allowed on the PCard. Only business related charges are allowable....
Can I use the PCard to pay for third-party lodging (AirBnB, VRBO, etc)?
These types of expenses are not allowed. Third-party lodging requires pre-approval from the Controller’s Office and is not an allowable...
Can I use the PCard to prepay a night’s stay at a hotel?
Yes, as long as the hotel requires one night to be paid in advance.
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....
How do I contact the bank?
The financial institution issuing our PCards is Bank of America. Their phone number is (888) 449-2273. Cardholders should only contact...
How do we pay a foreign supplier who requests a wire transfer payment?
Complete and submit the appropriate foreign wire transfer form located under Forms/Wires on the Controller’s Office website.
I’m traveling outside the United States. Will my PCard work?
Yes. To avoid a potential fraud hold, the cardholder should contact the bank prior to traveling outside the US and...
In what states does NC State University have sales tax exemption?
Some states offer sales tax exemption reciprocity, in which case sales tax should not be paid for. A list of...
Is a reimbursement for business expenses or a business expense allowance included in compensation and subject to withholding?
Pursuant to Treasury Regulation § 1.274-5T(h), the payment of business expenses through a reimbursement or other expense allowance arrangement is...
Is a Travel Authorization (TA) required for day trips?
For trips that will be completed in a 24-hour period, a Travel Authorization is not required.
May I purchase a first class ticket with my PCard?
No. The University does not support the purchase of first class tickets, regardless of fund source.
May I travel internationally on my sponsored project?
Foreign travel allowability is determined by the terms and conditions of the award, NC State Policy and Federal Regulations. Read...
Should I purchase additional insurance for rental cars and pay with my PCard?
If the driver is a University employee and traveling domestically: NO If the driver is a University employee and traveling...
The hotel charges for parking. Can I pay for that with my PCard?
Yes. Parking at the hotel is an allowable charge on the PCard. Read more: PCard Cardholder Manual, Standard/Travel Allowable Purchases
What is a Blanket Travel Authorization?
A blanket travel authorization grants prior approval for routine and repeating basis and generally for similar activities that make it...
What is a TA?
“TA” stands for Travel Authorization. Instructions for obtaining a Travel Authorization can be found on the Controller’s website.
What is considered third-party lodging?
Third-party lodging is an establishment that is rented out by a third party or treated as an apartment building by...
What is the difference between a PMR and a Chartfield?
Project Modification Requests (PMRs) are used to request the following changes, which require prior approval: Principal investigator (PI) Key personnel...
What is the Fly America Act?
The Fly America Act is a federal regulation that requires the use of US air carriers for travel that will...