Student Groups
Guidelines and Resources for Student Group Spending
Before Purchase
Submit a Purchase Approval Request
Before making any purchase, submit a Purchase Approval Request and receive approval.
One request may include all expenses associated with the same event or activity. If you plan to use more than one purchasing method, identify the method for each expense in the Description of Expenses.
Example:
- Papa John’s – PCard
- Plates and napkins – Reimbursement
Have this ready before submitting your Approval Request:
- What you are purchasing
- Estimated cost
- Vendor/store
- Date of the event or activity, if applicable
- Business purpose
- Purchase method
- Screenshot, link, or quote for the item(s), when applicable
Review the purchasing methods below before completing your request.
Write a Clear Business Purpose
Your business purpose should explain who, what, when, where, and why the purchase is needed and how it supports the student group’s university-related activities.
Be specific.
Good example:
“Pizza for students attending the ACM fall kickoff meeting on September 10 in EB2. The meal supports student engagement and recruitment for the organization.”
Avoid vague descriptions such as:
- Social event
- Club event
- Meeting
- Food for students
- Supplies for event
Remember: NC State Is Tax-Exempt
Choose a Purchase Method
MARKETPLACE – Required for Goods & Supplies
All goods and supplies should be purchased through NC State Marketplace whenever the item is available. Marketplace includes many approved suppliers, with Amazon being one of the most commonly used.
Students do not have direct access to Marketplace. If you need to purchase goods or supplies:
- Find the item online. You may use your personal Amazon account or another vendor’s website to locate the item you need.
- Include a screenshot or link to the item with your Purchase Approval Request.
- The Business Office will search Marketplace for the requested item or an appropriate equivalent.
- If the item is available through Marketplace, it must be purchased through Marketplace.
- If the item cannot be found through Marketplace, another purchasing method may be approved.
- If you are requesting to purchase an item outside Marketplace even though it is available through Marketplace, you must provide a business justification explaining why Marketplace cannot be used.
Examples of Goods & Supplies
- Event supplies and decorations
- Office supplies
- T-shirts and other merchandise
- Name tags
- Computer accessories
- Equipment and other tangible items
Food is not purchased through Marketplace. For food purchases, review the PCard or Reimbursement sections below.
After Approval
Once your Purchase Approval Request is approved, work with your advisor to place the Marketplace order. If your advisor is unavailable or needs assistance, contact Bianca Woodard at [email protected]
PCARD – For Approved Purchases Not Available Through Marketplace
A PCard is a university credit card that may be used for approved student group purchases when Marketplace is not an appropriate purchasing method.
Food purchases are not made through Marketplace. A PCard may be used to pay a restaurant, caterer, or other food vendor after your Purchase Approval Request has been approved.
Purchasing Food with the PCard
If you will be meeting with Bianca to pay a food vendor with the PCard, contact the vendor before scheduling the PCard payment and confirm that:
- The vendor can remove all sales tax from the purchase.
- The vendor is prepared to process the purchase as tax-exempt.
- You have an invoice, order summary, or other documentation showing what will be purchased and the expected total.
Sales tax cannot be charged to the PCard.
If the vendor needs documentation to remove the sales tax, provide the NC State Certificate of Exemption.
What if the Vendor Cannot Remove the Tax?
If the vendor cannot remove sales tax, the PCard cannot be used for the purchase.
You will need to:
- Pay for the purchase using your personal funds.
- Keep the itemized receipt and proof of payment.
- Submit a Reimbursement Request after the purchase.
Important: Sales tax paid with personal funds is reimbursable, but you should still request that the vendor remove the sales tax whenever possible.
PERSONAL FUNDS / REIMBURSEMENT
Use Only When Other Purchasing Methods Are Not Feasible
Select Reimbursement on the Purchase Approval Request when you expect to use personal funds for an approved university-related purchase.
What Can Be Purchased with Personal Funds?
Examples of approved purchases may include:
- Food for an approved event or meeting
- Grocery store purchases
- Goods and supplies that cannot be purchased through Marketplace
- Urgent or last-minute purchases when another approved purchasing method is not feasible
- Approved gifts or gift cards when applicable requirements are followed
Important: All goods and supplies should be purchased through Marketplace whenever available.
If you are requesting to use personal funds to purchase goods or supplies outside Marketplace, your Purchase Approval Request must include a justification explaining why Marketplace cannot be used.
Keep Your Receipt!
You will need an itemized receipt and proof of payment to request reimbursement. Take a photo of your receipt immediately after the purchase so it is not lost.
Review the Reimbursement Request section below for the documentation required after your purchase.
Purchasing a Gift, Award, Prize or Research Incentive?
Additional requirements apply when purchasing or distributing gifts, gift cards, awards, prizes, or research incentives.
Before submitting your Purchase Approval Request, review the Gifts, Awards, Prizes & Research Incentives guidelines so you understand the purchasing and recipient documentation requirements.
Do not purchase or distribute gifts, gift cards, awards, prizes, or research incentives until you have reviewed these requirements.
After Purchase
Requesting Reimbursement
Reimbursement requests must be submitted within 20 days of the event or, if no event occurred, within 20 days of the purchase date.
The reimbursement request must be submitted by the person who made the purchase.
If multiple people made purchases for the same event, each purchaser must submit their own reimbursement request.
Before Starting Your Reimbursement
Verify Your Address
The home address entered on the Reimbursement Request Form must match the address listed in your NC State student profile.
To verify or update your address:
- Log in to MyPack Portal.
- Select Student Homepage.
- Select Personal Information.
- Select Addresses from the left-hand navigation.
- Review or update your address.
- Select Save if changes were made.
Choose the Correct Reimbursement Type
PERSONAL REIMBURSEMENT
Use when personal funds were used for approved university-related purchases that do not include food.
If your receipt includes any food-related purchases, including food purchased with supplies such as utensils or napkins, select Meal Reimbursement instead.
For supplies:
- Items must be shipped to a university address.
- If unused items remain, identify where they are being stored.
- Explain why the items were not purchased through Marketplace.
Required Documentation
Itemized receipt showing:
- Vendor name
- Purchase date
- Each item purchased
- Total amount paid
- Proof of payment
Attendee list, if applicable Flyer, agenda, or email showing the purpose of the event or meeting, if applicable
MEAL REIMBURSEMENT
Use when personal funds were used for an approved university-related purchase that includes food.
Required Documentation
Itemized receipt showing:
- Vendor name
- Purchase date
- Each item purchased
- Total amount paid
- Proof of payment
Attendee list Flyer, agenda, or email showing the purpose of the event or meeting, if applicable.
If a receipt includes both food and supplies, submit the expense as a Meal Reimbursement.
GIFTS, PRIZES & RESEARCH INCENTIVES
Choose this option when purchasing or requesting reimbursement for approved:
- Gift cards
- Gifts
- Awards
- Prizes
- Research participation incentives
Recipient documentation may be required. Review the Gifts, Awards, Prizes & Research Incentives guidelines before purchasing or distributing any gift.
PCard Purchases – After the Purchase
After making a purchase with the CSC PCard, you are responsible for providing the documentation needed to support the purchase.
Submit the Following Documentation to Bianca Woodard at [email protected]:
1. Itemized Receipt
Provide the final itemized receipt showing:
- Vendor name
- Date of purchase
- Each item purchased
- Total amount paid
- Proof that payment was completed
Important: Make sure you obtain a final itemized receipt from the restaurant or food vendor. A credit card receipt showing only the total amount is not sufficient. A credit card transaction snippet can be provided as proof of payment with the itemized receipt if the receipt does not show proof of payment.
2. List of Attendees/Participants
3. Flyer, Agenda or Event Notification
If the purchase was associated with an event, meeting, workshop, or other activity, provide documentation showing the purpose of the activity, such as:
- Event flyer
- Agenda
- Email invitation or announcement
- Other event notification
Services & Contracts
Before Hiring or Paying Someone for a Service
NC State requires an approved contract for services performed on behalf of the university.
Do not agree to terms, sign a contract, or allow services to begin before the required university review and approval have been completed.
Only individuals with authority delegated by the Chancellor may sign contracts on behalf of NC State.
Examples of services may include:
- Photographer or videographer
- DJ or entertainment
- Speaker or performer
- Graphic designer
- Event production or equipment services
- Professional consulting
- Other individuals or companies performing work for your group
For service requests, contact Terri Moss at [email protected] before making arrangements with the vendor.