Frequently Asked Questions

Sales Tax

Why do pcard transactions need to be tax exempt?

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.

What purchases are tax exempt?

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

How do I resubmit a denied voucher?

Check out this handy step-by-step sheet

When is proof of payment required beyond a receipt?

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

Can I use ground transportation to dinner (meals) when on travel status?

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.

How can I get reimbursed for use of my personal cell phone, data, etc.?

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.

What are the current subsistence levels?

See this page.

What tips can be reimbursed while on travel status?

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.

Can I use 3rd party lodging when traveling?

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

Can I sign a catering contract?

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.

When can I purchase a membership or subscription on state funds?

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

What amount of tip on meals or catering is allowable and reasonable?

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.

How do I know what funding source a purchase is allowable on?

Check out this handy expenditures chart!

 

Marketplace

How do I change a Marketplace project value?

Here is a step-by-step tip sheet on how to change a project value.