PC107
The PC107 form is to be filled out for employee reimbursement for non-travel purposes. A common example is a catered lunch for a member visit.
Link to form. Ensure to make a copy or download to edit (don’t edit the template).
PCard Receipt Annotations
PCard expense receipts will be added to the Accounts Payable folder on the FPC Google drive (you may need to be granted access). FPC employees with PCards have their own subfolders. If a new receipt is added, add the following information with a PDF editor:
CPS #
Amount of charge
PCard owner
Project #
Account #
Purpose of expense
If affiliated with a Travel Authorization (TA), you can provide the TA #, too.
CPS numbers are added to this spreadsheet when they are made available. The linked spreadsheet also contains a link to a chart that explains which account code to use (see Chart of Accounts - Expense). Look at past reconciled receipts for similar expenses if you are unsure which account code to use.
Once you've annotated a receipt, move the PDF into the "Annotated" subfolder and check the "Annotated" box in the spreadsheet.
If a receipt is for a catering charge, an AP107 form may also need to be filled out.
An example of a annotation is shown to the right (see orange text).
Travel Authorizations and Reimbursements
For both travel authorizations (TAs) and travel reimbursements (TRs), the NCSU Travel Manual is a great reference tool. It outlines NCSU’s travel policies and has a user guide for the Travel Center.
When FPC employees or students travel for work- or school-related purposes, their trip must first be approved in the Travel Center via a TA, which creates a trip within the Center, then closed out with a TR. The Travel Center can be accessed via the Employee Self Service and Financial System Homepage sections of MyPack Portal. When both a TA and TR are created, a unique identifier for the TA/TR is created (TA00345250). You can search for existing TAs and TRs via the Travel Inquiry tool in the upper right corner of the page.
Below are basic steps for entering a TA:
Select the traveler from the Change Traveler dropdown. You can add and remove travelers to your dropdown by clicking Update My Profile in the upper right corner of the page.
Click Create Authorization to start a new TA. If an employee has a blanket TA set up to cover, for example, member visits or field work for a year, ensure to create the TA under the blanket TA if the trip is applicable.
Refer to the Travel Manual for specific questions about filling the form out. Below are some notes:
Initiate the TA for approval well in advance of the trip. TAs should be approved before any purchases (e.g., plane tickets) are made.
Ensure the correct supervisor is listed for the Supervisor ID at the top of the form.
Provide reasonable estimates for expenses.
Upload an agenda/itinerary if available.
Ensure the proper project ID is listed in the Funding Source section (it should be 763164 for FPC for most cases but double check).
Save and click Submit for Approval when done. The TA (and TR) will not to go through an approval chain before final approval.
*This applies to both TAs and TRs: if you need to manually add anyone to the approval chain after submitting, you must click Save Changes to Workflow.
Travelers should be instructed to save all receipts for expenses incurred while traveling. When the trip has concluded, the TR must be submitted within 30 days.
Below are some notes about submitting a TR:
Ensure to upload all expense receipts associated with the trip, even for expenses the traveler isn’t getting reimbursed for. You don’t need meal receipts as they are reimbursed on a per diem basis.
For meals, you have to click on the calculator icon and check the box for any meals that should be excluded from reimbursement (e.g., a hotel serves breakfast, or a conference serves lunch - both of these examples would be excluded).
Most trips will require an agenda of sorts. For regular trips such as a field work trip, the agenda can be simple
Check Deposits
Instructions for depositing a check sent to the FPC (e.g., annual member dues, measurement fees) are here. Deposit slips and inter-departmental mail envelopes are in the office in the FPC lab. There are usually some more in the supply closet.
Invoices
Invoices must be generated for members for a variety of reasons. Invoices are generated each year for membership dues but also, for example, for travel expenses if the co-directors visit an FPC member.
There is a template to use linked here (this is the 2025 invoice template, future templates will be in their respective folders).
Naming convention: e.g., FPC2025-18-TR (invoice year 2025, 18th invoice of the year, TR = travel reimbursement).
Ensure to provide the name and complete address for the person/organization we’re invoicing and a description of billing (e.g., Membership dues for Q1 2024, travel expenses).
If you’re invoicing for expenses for multiple travelers, separate the expenses into two separate lines, but they can be on the same invoice. The expenses should be listed in the box in the middle of the invoice.
Check that the project and account numbers are correct. For FPC purposes, the project number will almost always be 763164 (unless we’re billing to another project for, for example, a grant we were given) and the account number will usually be 40269.
Invoices should be saved in the appropriate Invoice folder by year. Click into the correct year and there will be an invoice subfolder to use.
A screenshot of a complete invoice is shown to the right. Note that there are two pages to our invoices but we only need to edit the first page; the second page contains routing numbers, account numbers, etc.