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Department of Computer Science
Business Office

Student Groups

Guidelines and Resources for Student Group Spending

Tax-Exemption Policy

NC State University is exempt from paying sales tax.

You must provide NC State’s sales tax exemption number 400021 online, over the phone, or in-store at the time of purchase. If sales tax is charged and not removed at purchase, you will not be reimbursed for the tax. Airfare is exempt from this policy.

When making in-store purchases, please provide the Certificate of Exemption linked below.

Some vendors require their own tax-exempt number in addition to NC State’s number. To process a tax-exempt sale, provide both NC State’s number (400021) and the vendor’s number.

Vendor Tax-Exempt Numbers:
Food Lion
Lowe’s Hardware:  078600007 (updated)
Staples:  3903338600
Wal-Mart:  1033560
Home Depot:  1204023320
Dollar General Sales Tax Exemption
Office Depot/Office Max Tax Exemption

Download Certificate of Exemption

Purchase Approval

Before making any purchases, student groups must submit a Purchase Approval Request. Review the guidelines under “Purchase Methods” below to select the appropriate payment option when completing the Purchase Approval Request Form. When ready, click the button below to begin.

Purchase Approval Request Form

Guidelines for Events/Meeting

  • Each event/meeting only requires a single Purchase Approval Request that includes all related expenses.
  • In the “Description of Expenses,” on the approval form, list each item along with the purchase method (example: Papa John’s – PCard, Plates and Napkins – Reimbursement) if more than one purchase method is being used. You only have to list the purchase method in the descrioption box, if there is more than one purchase method.
  • Reimbursement requests (after event – see reimbursement request details below) must be submitted by the person who made the purchase.
  • If different people make purchases for the same event, each person must submit their own reimbursement request.

Purchase Methods

MARKETPLACE (AMAZON) – preferred purchasing method at the University. The Marketplace is a self-service e-procurement tool that automates the entire procurement-to-payment process, saving time and money.

  • If the item isn’t available on Marketplace/Amazon, include a justification in the comment box of the approval form (e.g., the item is not available on Marketplace). The item(s) will be verified to ensure they cannot be purchased through Marketplace. Please attach a screenshot or link (paste in the comment box) of the item you wish to purchase.
  • When submitting your Purchase Approval Request, please upload a screenshot or link (paste it in the comment box) of the item you wish to purchase. Since students do not have access to Marketplace (Amazon), please use your personal Amazon account to provide the screenshot or link.
  • After receiving purchase approval, work with your advisor to place the Marketplace order. If your advisor is unavailable, contact Bianca Woodard at bsnell@ncsu.edu to schedule your purchase.

PCARD – should be used if the items you are purchasing are not available on Marketplace/Amazon. See the Pcard details below.

A PCard (university credit card) may be used for student group purchases under $5,000, provided there is a valid business purpose and approval from the advisor.

  • All PCard purchases must be tax-exempt. If tax appears at checkout, share the Sales Tax Exemption Form with the vendor to remove it. If the vendor cannot remove tax, the PCard cannot be used.
  • Bianca Woodard (bsnell@ncsu.edu) is your main contact for Pcard use. If she is out of the office, please contact Terri Moss (tlmarti4@ncsu.edu)
  • Include a screenshot of the items that will be purchased or a quote from the vendor.
  • Common Pcard purchases include:
    • Prepaid travel expenses (airfare and conference registration; requires approved travel authorization first)
    • Catering invoices or restaurant invoices
    • Website/domain renewals
    • Gifts (T-shirts, Tote bags, Mugs)

REIMBURSEMENTS – should be used as a last resort when other purchasing methods, such as Marketplace and Pcard, are not feasible. See Reimbursement details below.

Choose “Reimbursement” on the Purchase Approval Form when personal funds will be used for a university-related purchase.

  • Include a screenshot of the items that will be purchased or a quote from the vendor.
  • Common reimbursements include:
    • Prepaid travel expenses (airfare and conference registration; requires approved travel authorization first)
    • Urgent last-minute purchases (food and supplies)
    • Grocery store items
    • Gift cards

Purchase Thresholds

PLEASE ENSURE STUDENT GROUP FUNDS ARE USED RESPONSIBLY

  • Student group events with food have a maximum spending limit of $20.00 per person. This is a cap, not a target. Groups are expected to choose the most cost-effective options available and only spend up to $20 when necessary.
  • The number of attendees must align with the total food purchased. For example, if food is ordered for 25 people but only 10 attend, the purchase will be considered excessive.

Reimbursement Request

Reimbursement requests must be submitted within 30 days of the event, or if no event occurred, within 30 days of the purchase date. Review both the “Personal” and “Meal” Reimbursement sections below to make sure you have all the required documentation. When you’re ready, click the button below to start.

Reimbursment Request Form

Reimbursement Type

Note: The address entered on the reimbursement request form must match the address you have listed in your student profile. To verify/update the address you have on your student profile, follow the steps bel

  1. Log in to MyPack Portal
  2. Select your Student Homepage 
  3. Select the ‘Personal Information’ tile
  4. From the left-hand navigation menu, select “Addresses”
  5. View/update the address fields as necessary
  6. Select the “Save” button if you updated your address

PERSONAL REIMBURSEMENTS – when personal funds are used for a university-related purchase for supplies, utensils, napkins, etc.

  • Personal reimbursements do not cover food-related purchases. If your receipt includes food and supplies (utensils, napkins,etc.) you must choose Meal Reimbursement on the form.
  • Common personal reimbursements include:
    • Supplies (must be shipped to a university address; include where the items are stored if any unused items remain, and why the items weren’t purchased through Marketplace)
    • Prepaid Travel Expenses (like airfare or registration fees; requires approved travel authorization first)
  • Required documents for reimbursement:
    • Itemized receipt with:
      • Vendor name (store or business)
      • Date of purchase
      • List of each item purchased
      • Total amount paid
      • Proof of payment (e.g., last four digits of card, “Paid” stamp, or $0.00 balance)
  • List of attendees
    • If five or fewer, list names in the “Additional Business Purpose Details” section.
    • If there are more than five, please upload an attachment with all names.
  • Flyer/Agenda/Email notification showing the purpose of the event or meeting (if applicable)

MEAL REIMBURSEMENTS – when personal funds are used for a university-related purchase that includes food.

  • Required documents for reimbursement
    • Itemized receipt with:
      • Vendor name (store or business)
      • Date of purchase
      • List of each item purchased
      • Total amount paid
      • Proof of payment (e.g., last four digits of card, “Paid” stamp, or $0.00 balance)
    • List of attendees
      • If five or fewer, list names in the “Additional Business Purpose Details” section.
      • If there are more than five, please upload an attachment with all names.
    • Flyer/Agenda/Email notification showing the purpose of the event or meeting (if applicable).

TRAVEL – when you have completed your travel and requesting reimbursement for travel expenses.

  • Complete the Request for Reimbursement Form within 30 days of the travel end date. Select travel as the reimbursment type. You should only be completing this form if you do not have access to the travel center or if you are employed in another department outside of CSC. If you are employed in CSC, you have access to the travel center to complete your own travel reimbursement.
  • Employee Travel Checklist – for student employees of NC State
  • Non-Employee Student Travel Checklist – for students not employed by NC State

GIFT CARD / RESEARCH INCENTIVE – when you use personal funds to purchase gift cards for student or employee recognition, prizes, or approved research participation incentives, in accordance with university gift guidelines.

Approval Process for Service Contracts

NC State University requires a formal contract for any services performed on behalf of the university. The university uses standard contract agreements that cannot be changed. All contracts must be reviewed and approved by Procurement and Business Services. Only individuals with authority delegated by the Chancellor are authorized to sign contracts. Do not initiate any services without a signed and approved contract. For service requests, contact Terri Moss at tlmarti4@ncsu.edu with the details.