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Personal Reimbursement

A reimbursement request should be submitted within 30 days of the purchase date. Submit request via email or hard copy to a member of the Business Office for review and processing.

Personal Reimbursement

Every effort should be made to ensure that an employee does not have to spend their own monies for university-related purchases. However, when necessary the employee will need to complete a Procurement Request Form and attach all appropriate documentation in order to receive reimbursement.

A timely reimbursement is a priority for our office so please be sure to provide the following:

  • Completed Procurement Request Form (PRF) –– see Forms
  • Obtain all required signatures on form
  • Detailed/Itemized receipts and any required supporting documentation
  • Securely affix all edges of receipts that are smaller than letter size paper; the tape should NOT cover any of the print/ink

If the reimbursement is for a meal/catering, both the itemized receipt (includes food selection and beverages) and the captured transaction receipt (includes tip, total and signature) are required.  An Attendee List (First and Last Name) with status/business relationship of each person served a meal is also required.

If the reimbursement is for a gift/gift card, a Recipient List is also required.  In addition to the First and Last Name, depending on status, the list must also include:

  • Employee – Employee ID#
  • Non-Employee – Address of the recipient
  • NC State Student – Student ID#


In a continuing effort to streamline administrative costs and operate most efficient, the university has moved toward the required use of MarketPlace for supply purchases less than $250.

If you do request such a reimbursement, you must also submit a reason as to why the purchase was not made via MarketPlace and/or PCard.