Skip to main content

Updates

Get the latest updates from the University Controller's Office and learn about changes to guidelines, policies, procedures and rates.

Travel Mileage Rate Changes

Effective January 1, 2022, the Office of State Budget and Management (OSBM) increased the mileage reimbursement rate for official university business from 56 cents to 58.50 cents per mile.

Mileage reimbursement rates for employees using courtesy/lease vehicles in accordance with Board of Trustees Policy 05.15.03 “Non-Salary and Deferred Compensation” will be 18 cents per mile for employees authorized in section 4.4.1 and 32.50 cents per mile for employees authorized in section 4.4.2.

These changes will be updated in the Travel Center in Financials and The Travel Manual on the Controller’s office website.

If you have any questions, please contact Kim Kelley at khkelley@ncsu.edu or Terressa Yeakle Best at tryeakle@ncsu.edu.

W-2’s for 2021 Update

Due to the confluence of the legislative salary increase and late delivery of vendor software needed to produce W-2s, electronic W-2s will not be available any earlier than Wednesday, January 26th.  Paper W-2s will be postmarked by Monday, January 31st, as required by law.

Updated Spending Guidelines

Updated Spending Guidelines are now available. If you have any questions, please contact Lori Johnson at lajohnso@ncsu.edu.

Travel Subsistence Rate Revision Effective July 1, 2021

Effective July 1, 2021, total subsistence reimbursement rates will be increased by approximately 5.0% for both in-state expenses and out-of-state expenses. The new subsistence rates will be effective for both years of the 2021-23 biennium. A revision to the The Travel Manual  has been made to reflect this change.   The Travel Center, for authorization and reimbursement processing, has been updated too.

Changes in Travel Restrictions

Effective Monday, June 14, there will be no restrictions for domestic university-related travel. Anyone traveling out of the state on university business will be required to have a negative COVID-19 test taken within 72 hours prior to leaving for travel, and a separate negative COVID-19 test within 72 hours upon return. However, travelers who were vaccinated on campus or who have voluntarily submitted their vaccination status using the HealthyPack Portal will be exempt from the travel testing requirement. Additional information about how to provide attestation of test results will be forthcoming.

NC State community members planning international university-related travel must continue to submit a travel exception request for review. Travel exception requests must be submitted via the Travel Exception Form.

If you have any questions, please contact Kim Kelley at khkelley@ncsu.edu or Terressa Yeakle Best at tryeakle@ncsu.edu.

State Budget Manual Changes

The NC Office of State Budget and Management (OSBM) has issued changes to the State Budget Manual effective April 1, 2021 to better balance flexibility, efficiency and accountability.  The major relevant changes are as follows:

  • The 100-mile distinction for mileage reimbursement has been removed. All miles traveled by personal vehicles will be reimbursed at the IRS rate of 56 cents per mile.
  • Reimbursement for travel involving political activity is now prohibited.
  • Refreshment reimbursement of $5/person for events is now allowable for events with 10 or more participants, lowered from 20. Departments may now exceed the $5 refreshment allowance for external conferences if the cost is incorporated into the conference fee.
  • The allowable expense for purchasing a plaque or framing a certificate for meritorious services has been increased from $50 to $100.
  • The Safety shoe allowance is now set at $250 per employee per biennium.

These changes have been updated in The Travel Center in Financials.  The guidelines have been combined into two documents, The Travel Manual and Conference & Meeting Expenses on the Controller’s Office website.  I encourage you to review in detail.

If you have any questions, please contact Kim Kelley at khkelley@ncsu.edu or Terressa Yeakle Best at tryeakle@ncsu.edu.

Introducing the New PO Invoice Upload Feature

The PO Invoice Upload feature in the Financial System has been developed to offer departments the ability to deliver documents to the Accounts Payable PO Processing Unit in a secure and efficient manner.

For group introduction training, please contact Yvette Walker, Invoice Processing Manager, at yrwalker@ncsu.edu.

Training Guide

Training Video

New Journal Entry Manual

An updated Journal Entry Manual is now available to provide guidelines and instructions  to assist departments and colleges in understanding the types of journal entries used in the Financial System; what systems journal entries originate from; what are journal entries used for; and step-by-step instructions on creating a journal.  If you have questions regarding the material in the manual, please contact Cash Management at ncsucashmgmt@ncsu.edu.