{"id":1881,"date":"2025-08-27T19:08:14","date_gmt":"2025-08-27T23:08:14","guid":{"rendered":"https:\/\/mae.ncsu.edu\/mymae\/?page_id=1881"},"modified":"2025-10-14T17:12:51","modified_gmt":"2025-10-14T21:12:51","slug":"travel-purchasing-and-reimbursements","status":"publish","type":"page","link":"https:\/\/mae.ncsu.edu\/mymae\/sponsored-research\/post-award\/travel-purchasing-and-reimbursements\/","title":{"rendered":"Travel, Purchasing, and Reimbursements"},"content":{"rendered":"\n\n\n\n\n

Purchase Requests<\/strong><\/h2>\n\n\n\n

Please use the\u00a0MAE Purchase Request<\/a>\u00a0for all non-Marketplace purchase requests within MAE.<\/p>\n\n\n\n

This form will be routed to your supervisor and the appropriate contract manager, business officer, or department head for approval. You will receive an approval confirmation email when the request is fully approved. This will be the PO you will provide to vendors.<\/p>\n\n\n\n

Click here if you don\u2019t know what information you need to provide with a purchase request.<\/a><\/p>\n\n\n\n

Marketplace<\/strong><\/h2>\n\n\n\n

Please be sure to include a detailed justification for your purchase and the location where the items will be stored. For any request not submitted by a PI, we will insert the PI into the approval workflow. <\/p>\n\n\n\n

Personal Reimbursements<\/strong><\/h2>\n\n\n\n

Please use the Personal Reimbursements<\/a> form. <\/p>\n\n\n\n

A reminder personal reimbursements should only be used for emergency orders or as a last resort, as the university has the right to deny any reimbursement request. <\/p>\n\n\n\n

Travel<\/strong><\/h2>\n\n\n\n

Travel authorizations should be submitted through MyPackPortal prior<\/strong> to your travel.<\/strong>\u00a0 <\/p>\n\n\n\n

Please note that some sponsors require explicit travel approval, especially for foreign travel, prior to the trip taking place. If you have questions, please reach out to mae-sponsoredresearch@ncsu.edu. This should be specified in the terms and conditions of your award.<\/p>\n\n\n\n

Once you return, submit your receipts for reimbursement within 30 days of your completed travel for processing. The Purchasing team and your research adminstrator will review and approve.<\/p>\n\n\n\n

Note: in order for any personnel to be reimbursed from a specific research project, they must either be a named PI or Co-PI, or have funded effort on the project. <\/strong><\/p>\n\n\n\n

Setting up a Contract<\/h2>\n\n\n\n

Please note: Current NC State University employees are not eligible to be paid as independent contractors.<\/p>\n\n\n\n

If you have an independent contractor or consultant in your budget, we will process their payments via Contract Review<\/a> in Procurement. We will need:<\/p>\n\n\n\n

Original Budget Justification <\/em>that includes the contract\/consultant noted<\/p>\n\n\n\n