Financials

Before Making a Purchase

1. Submit Purchase Order Form (POF) AT LEAST 5 business days in advance of the day of purchase

2. Purchase order forms should be submitted for only approved spending categories.

3. Requests submitted AFTER a purchase is made are considered misuse of funds, and will result in disciplinary action.

4. Submit ONE POF per vendor or travel event.

5. Adviser will receive an email with a status of approved/pending/denied within 3 days of receipt of the request.

6. Requests of more than $200 may take longer for approval or request of additional information (if enough information is not provided)

7. Once approved, Adviser can proceed with making the purchase.

Requests submitted after a purchase is made are considered misuse of funds, and will result in disciplinary action.

If you have questions about a purchase, contact a program staff member.

While Making a Purchase (Pcard)

1. Remind the cashier or customer service before you spend that the purchase is tax exempt and make sure they understand how to process it

2. Before leaving the store, make sure receipt(s) are clear and readable. If the receipt is not dark enough to be readable when scanned, ask for another receipt. If another receipt can not be reproduced, use the darken feature on the scanner.

Student Incentives

Any items purchased for student incentives over $50 are required to be tracked on the Incentive Giveaway Form (IGF). Students must sign for any student incentive received at the time of receipt. 

Incentive Giveaway Forms (IGF) should be submitted with the receipt AND submitted to Kelsey Jones (kelsey_jones@ncsu.edu) via email promptly after the event. 

After Making a Purchase (Field Trip)

1. Complete Bus Invoice and send to your school's financial manager for review and approval. The invoice must be emailed to Kelsey Jones (kelsey_jones@ncsu.edu) with any accompanying information. The college adviser should also submit 

A) Field trip agenda

B) Participant list

2. Upload pictures from the trip.

3. Upload any receipts to the Pcard center, if Pcard was used during the trip.

If you have questions about a receipt, contact a program staff member. 

Adviser Budgets