Ensuring the integrity of the University’s Financial Accounting and Reporting System, the validity and appropriateness of financial transactions recorded and reported therein, compliance with laws, regulations, policies and contract requirements applicable to accounting and reporting, and the completeness, fairness, and timeliness of disclosures and financial reports that are provided to oversight bodies, taxing authorities, financial institutions, bond trustees, benefactors, creditors, customers, the public, the General Assembly, the University’s Board of Trustees, the University of North Carolina Office of the President, campus units and other internal or external parties.
Accounts Payable Processing During COVID-19
During this time of reduced and limited office access,
- PO invoices can be submitted to email@example.com . Please ensure that receiving reports are completed. If the invoice does not require receiving, ensure that you have documented sign-off.
- Check pick-ups and Express Checks will be limited to urgent requests. If you have an urgent payment and you would like to request an express check, use the following links:
- If a request for a check pick-up or an express check is approved, AP will contact you to schedule a date and time to pick up the check.
COVID-19 Travel Related Cancellations
To answer questions regarding the cancellation of travel related expenses to COVID-19 affected and unaffected travel destinations visit Travel Restriction Guidance.
2020 Close-Out Schedule
The Year-End close out schedule for FY20 is now available (Updated 03/19/20). Reference this schedule for important fiscal year end dates.
Coronavirus Update 02/28/2020: New Travel Restrictions and Recommendations
NC State Community:
NC State continues to monitor the evolving outbreak of the 2019 Novel Coronavirus (COVID-19). There are no reported cases in North Carolina, and the risk to campus remains low at this time. Regardless, Student Health Services and university partners are planning ahead and prepared to respond swiftly should the need arise.
As new cases of COVID-19 are confirmed globally, new travel restrictions and advisories are in place and travel impacts are quickly changing. The Centers for Disease Control and Prevention (CDC) has issued a Level 3 Travel Warning (Avoid Non-essential Travel) for China, South Korea and Italy, and a Level 2 Travel Alert (Practice Enhanced Precautions) for Japan and Iran.
Given the rapid spread of COVID-19, and to help ensure the ongoing health and safety of the university community, effective immediately NC State is prohibiting university-related travel to CDC-designated Level 2 and Level 3 countries for coronavirus and will not reimburse travel to these areas. Until otherwise notified, this travel restriction applies to the countries listed above as well as any additional countries the CDC designates as Level 2 or Level 3 moving forward.
In addition, as NC State nears spring break, we encourage everyone in the campus community to remain informed, be aware of current restrictions and consider all options when making personal travel plans. Any students, faculty or staff scheduled to take personal trips to CDC Level 2 or Level 3 countries are strongly encouraged to reconsider and make alternative plans.
For those with upcoming international travel plans, please review the CDC’s country-specific travel health notices for updated information and advice. Travelers should also check with airlines and embassies, as government authorities in Asia, Europe and elsewhere are imposing further restrictions on travelers.
Regular campus updates about COVID-19 are posted on the Student Health Services website. This site includes information about the virus, as well as links to helpful information sources.
NC State is a community that values and embraces our diverse culture. Although we are not recommending widespread use of face masks for asymptomatic people outside clinical settings, it is a social norm in many countries to wear a face mask during cold and flu season. In the Wolfpack way, please continue to treat everyone with mutual respect and consideration.
All in the NC State community are asked to exercise the same reasonable precautions used to prevent the spread of viral illnesses: practice good hand hygiene; do not share food, drinks, etc.; avoid close contact with others if you feel sick; and cover your cough or sneeze. If you have a fever or exhibit symptoms of the flu, please see a healthcare professional before returning to campus.
We encourage everyone at NC State to stay informed, and to take care of yourselves and each other to help ensure we remain a healthy Pack.
Warwick Arden, Executive Vice Chancellor and Provost
Charlie Maimone, Vice Chancellor for Finance and Administration
University-Sanctioned Travel To 2019-nCoV Impacted Areas
As of January 27, CDC considers all of China a Restricted Travel Area. Therefore, NC State is prohibiting University-sponsored travel by faculty, students, and staff to the entire country and may further restrict travel based on CDC recommendations. Accordingly, NC State University will not authorize, award credit or funds, nor reimburse travel expenses for any activities involving travel to or in the affected areas…more
New Mileage Rate
Effective January 1, 2020, the Office of State Budget and Management decreased the mileage reimbursement rate for official university business from 58 cents per mile to 57.50 cents when the round trip mileage does not exceed 100 miles per trip…more
Mobile Communication Device (MCD) Allowance Re-Certification for 2020
It is time to re-certify your Mobile Communication Device (MCD) allowance for calendar year 2020.
The Mobile Communication Device Procedures and Allowance Request Form are posted on the Controller’s Office website.
Please complete the following steps to re-certify your MCD allowance for calendar year 2020:
- Complete the Mobile Communication Device Allowance Request Form (Revised 11/2019) and obtain the required employee and approval signatures. This form must be completed to request an allowance for an employee-owned device and to document approval of a university-owned device. The Allowance Template is no longer required. The applicable fields were added to the MCD form.
- Copy your most recent cell phone bill. The phone bill must be in the employee’s name and/or address and include the amounts billed for voice and/or data.
- Email the Mobile Communication Device Allowance Request Form and Cell Phone Bill to firstname.lastname@example.org by December 16, 2019.
The re-certification process is required. If you do not re-certify by December 16, 2019, you will not receive an allowance payment in January 2020.
New Travel Subsistence Rates
Effective July 1, 2019, the Office of State Budget and Management will increase the per diem subsistence rates for in-state and out-of-state travel….more
Effective January 1, 2018 moving expense reimbursements are fully taxable as income. As a result of this change to the tax law, NC State is providing the following relocation allowance guidelines to provide greater flexibility to the University and its employees…more.
Third-Party / Non-Commercial Lodging Policy Reminder
Reimbursement or direct payment 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 in advance by the University Controller’s Office, as delegated by the Office of State Budget and Management. Non-commercial lodging includes any lodging option that is not a commercially licensed hotel, hostel, or government/university dorm. Non-commercial lodging can be found on websites such as Airbnb, HomeAway, VRBO, and Hotels.com. These open marketplaces have numerous listing; however, many of the properties are not legal rentals according to city, county, state, or country property and zoning law. As a state agency, university paid expenses must follow all applicable laws and ordinances.
This policy applies to all payment methods including direct payments to vendors, p-card payments, and personal reimbursements.
If an employee does not secure approval prior to their travel start date, the employee will assume the financial liability of the Third Party / Non-Commercial lodging expense if it cannot be approved. Unauthorized p-card costs must be reimbursed back to the university. State funds can not be used for requests submitted after the travel start date.
Full policy details may be found by visiting Lodging in Non-Commercial Lodging Establishments webpage.