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Business Services FAQ

COVID-19 FAQ

This document provides a high level update on university operation discussions and planning, as collated each week by Emergency Management and Mission Continuity.

As NC State operations and planning related to COVID-19 continue to evolve, get updates here.

Though mail services is not delivering normally, we are able to pickup the mail. The administrative staff member for the day will collect the mail and bring it to the Dean’s suite. They will be triaging this mail looking for delivery of items, checks and invoices. If you know you have specific items that we should be looking for in the mail, please reach out to Kimberly Whitfield at kmwhitfi@ncsu.edu.

We have signs on the doors of Nelson asking them to contact someone on-site. Alternatively, you can ask for the order to be canceled as long as it hasn’t shipped or arrange to have it shipped to central receiving.

State funds can be used to purchase hand sanitizers, Clorox wipes and cleaning supplies for common areas. For the purchase of these items for office areas, please utilize discretionary funds.

As long as the university is open, procurement requirements remain in place and deliveries must be to a NCSU address. You cannot purchase the item online, using your p-card and have it delivered to a non-NC State address. Your only option to have shipped to a non-NC State address is to purchase the item (either in person or online for delivery to a non-NCSU address) then seek reimbursement.  If you do this, please include a short memo/e-mail explaining why the item was urgently needed and could not wait until the purchases could be made through NCSU procurement methods. Items can be delivered to central receiving and you can coordinate with them to pick up items.

Josh Agner distributed a memo on these guidelines on March 19, 2020.

The cashier’s office remains open at this time and is still accepting deposits with minimal staff and locked doors. Please contact 919-515-2986 to arrange a deposit drop off.

Guidance will be forthcoming from university HR. Please note the university is undertaking substantial steps to help protect these individuals. HR FAQs can be found here.

Poole College COVID 19 Travel Policy

Paid Administration Leave (PAL) Policy.  Updated March 25 2020

Paid Administration Leave (PAL): Student Workers Policy. Updated March 26 2020

Sales Tax

The university describes tax exemption as tangible items – food and other physical products. We should always try to request an exemption when possible. Airline tax is not possible to remove as they are federal (not state) taxes. Hotel taxes may be removed in NC and reciprocal states. We can still pay bed taxes or other local area taxes. Detailed information about tax exemption is here.

The university describes tax exemption as tangible items – food and other physical products. We should always try to request an exemption when possible. Airline tax is not possible to remove as they are federal (not state) taxes. Hotel taxes may be removed in NC and reciprocal states. We can still pay bed taxes or other local area taxes. Detailed information about tax exemption is here.

Procurement

A paid receipt is required to reimburse an employee or non-employee for university-related business expenses. Often online transactions just provide an order confirmation. To be considered a receipt, the document should confirm it was paid and that the item was shipped. If the documentation does not do this, please provide bank or credit card detail to support the purchase. Please remove non-relevant bank information such as account numbers, balances, limits, other purchases, etc.

Travel

In general, transportion to meals while on travel status is considered a personal preference and not allowable. It is allowable if the hotel is in a remote area and does not have a restaurant housed within it’s space. If there are restaurants in the vicinity of the business destination, it would be expected that the traveler would utilize those restaurants so as not to incur excessive costs. However, restaurants and grocery stores may not be in the vicinity of the lodging, which would require the traveler to use ground transportation to obtain a meal while in travel status.

The State of North Carolina only allows its agencies to reimburse for the business use portion of any expense. This includes when an employee requests reimbursement of their personal cell phone bill while using it for university business. As an example, the $10 per day Travel Pass charge from Verizon allows you to access your domestic talk, text, and data plan while overseas. To determine the amount that the university can reimburse of this fee to access your domestic talk, text, and data plan, we request that the employee provide the percentage of their business usage, accompanied by the call/data log to support the claim.

Gratuities or tips must be considered reasonable for items that are not already covered under subsistence. Excessive tips will not be reimbursed. A reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.
Airports – Baggage Handling/Skycaps or Shuttle Drivers – no more than $2 per bag.
Valets – $2 per car when collecting car.
Taxi – 15% of fare and $1 – $2 per bag
You do not need to provide a receipt to be reimbursed for a tip as long as the tip is not greater than $5.
Tips for Housekeeping are not reimbursable.

Reimbursement for lodging in an establishment that is being rented out by a third party or an establishment treated as an apartment building by state or local law or regulation is not allowed unless approved by the University Controller’s Office in advance of the travel. This means rentals through airbnb, brbo, travelocity, etc. require special processing PRIOR to traveling. Please make sure to review this information carefully for usage of 3rd party lodging when traveling. 

Purchasing

All contracts, regardless of the dollar amount or method of payment, with an off-campus vendor that require a signature on behalf of the university must be forwarded to the PCOM Business Office. Please allow at least 5 business days for processing as the document is routed to Purchasing for review and signature. For more information, please email pcombusiness@ncsu.edu.

For clarifying information on memberships and subscription purchases, please see the information provided here.

In general, we consider 10-15% for catering or food delivery reasonable and up to 20% reasonable for meals at restaurants. A good way to judge a reasonable tip would be one that a prudent person would give if traveling or conducting personal business and expending personal funds.

Marketplace