Forms | NC State IMSEI
Forms
Last Updated: 02/27/2025 | All information is accurate and still up-to-date
Administrative Forms
Travel Reimbursement Form (PDF 95KB)
To get your travel costs reimbursed, fill out and return the Travel Reimbursement Form with all your original receipts. Note that copies of receipts are not acceptable.
First, tape your receipts on all sides to an 8.5 X 11 sheet of paper. Also, include a final total for your expenses. Additionally, itemize your hotel and car rental receipts and show a total balance of zero. Remember, do not buy rental car insurance when renting a car in the U.S. However, you will be reimbursed if you buy rental car insurance outside the country.
For phone or internet charges, include a memo explaining how these expenses relate to university business. If your round-trip mileage does not exceed 100 miles per trip, you will be reimbursed 70 cents per mile (as of January 1st, 2025.)
Importantly, if you do not determine state-owned vehicle availability before the trip, you will be reimbursed at a lower rate. For more details, see NC State New Mileage Rate.
Submit your form to the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.
Employees
As an employee, you must complete the Travel Authorization Form through the MyPack Portal. This form ensures that you get approval for your travel and that it is documented.
Non-Employees
AP104 Non-Employee Travel Authorization Form (XLS 110KB)
As a non-employee, you must complete the AP104 Non-Employee Travel Authorization Form before you travel for the university. Even if you don’t have any expenses, you still need to fill out the form.
Complete this form at least two weeks before your travel date. If this is not possible, plan your trip as early as possible. After you complete the form, submit it to the OR executive assistant.
Submit your form to the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.
Personal Reimbursement Form (PDF 107KB)
All Personal Reimbursement Forms must include a valid account number.
First, indicate which items you purchased and how you used them. Additionally, explain how these items relate to the project or university business.
Next, complete all required information on the form. Attach receipts to an 8.5 X 11 piece of paper using scotch tape on all four sides. Do not use glue or staples.
Then, sign each receipt and the form. After that, get your supervisor’s signature.
Remember, you cannot use the Personal Reimbursement Form for meal reimbursements.
Submit your form to the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.
AP107 Non-Travel Meal Authorization and Reimbursement (XLSM 21.4KB)
All meal reimbursements require an itemized receipt. This receipt must include the date and time of the meal, everything you purchased, and the total cost.
Typically, the itemized receipt comes with the credit card receipt. However, if the vendor does not provide it, please request one. Additionally, for meal reimbursements, list all participants’ names and affiliations.
Alcohol purchases are not reimbursable unless the Dean or vice-chancellors approve them properly.
Submit your form to the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.
CA-2 NC State Equipment Tracking Home Use Authorization (PDF 84KB)
If you receive approval to take equipment home for more than 30 days, complete the NC State Equipment Tracking Home Use Authorization Form (NC State Form CA-2). Fill out this form for any equipment you take home, regardless of the cost or whether it is tagged.
If you use equipment for less than 30 days, you do not need to complete the CA-2 Form. However, your department must keep an internal record of the equipment. This record should include a description of the equipment, the CAMS Tag number or serial number, your name, the location of the equipment, and the expected return date.
Submit your form to the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.
To complete the form, you must know the principal investigator’s (PI) name requesting the purchase. Additionally, identify which account to charge for the purchase and the purpose of the purchase.
If possible, upload the invoice or quote for the purchase. Also, let the vendor know that NC State is sales tax exempt. If the vendor needs more information or a sales tax-exempt certificate, contact the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.
When you complete your Bi-weekly Employee Timesheet, please ensure the following:
First, round all partial hours to the nearest quarter hour. For example, 8 hours 10 minutes equals 8.25 hours, not 8.1. Similarly, 8 hours 5 minutes equals 8.00 hours, not 8.05.
Additionally, do not send your timesheet by courier or campus mail. Use black or blue ink to complete your timesheet, as using a pencil is unacceptable.
Furthermore, both you and your supervisor must sign your timesheet. Missing signatures will prevent processing. You must also submit original timesheets, as copies are not accepted.
Moreover, correct all errors and scratch-outs. Both you and your supervisor must initial these corrections. Finally, please submit your timesheet on time.
Submit your form to the IMSEI Program Coordinator | wjirwin@ncsu.edu | 919.515.3808 at 4162 Fitts-Woolard Hall.