This memo is used, in addition to the Meal Form and the Personal Reimbursement for Small Purchases, for the reimbursement of alcohol expenses from exempt accounts.

The department uses the Gas Cylinder Online Ordering system provided by Materials Support. To order or return gas cylinders, go to this web page and select "Order Form" or "Return Form". Fill in the requested information and click the "Submit" button. Please be sure to select the department:

80 - MATERIALS ENGINEERING/OAS

Important: You will be dealing directly with the Gas Cylinder Management of Central Stores and they will not tell you if you use the wrong account or if your account is overspent, so please be careful with the account you provide.

The Large Purchase Request Form must be used for purchases totaling $5000 or more. This total includes shipping, handling, taxes, and any incidental charges, including charges for accessories bought from the same company at or near the same time as the initial purchase. The form should be filled out, signed by the project's head (the P.I.) and brought or mailed (not faxed or emailed, because it requires original signatures) to Edie Nowell in 3012 Engineering Building I (EB I). Edie will then get Dr. Rigsbee's approval and pass the form along to Megan Johnston for processing.

• Letter of Credibility to Establish an Account

This letter may be sent to vendors as part of the process of establishing a line of credit with them.

Meal forms are to be used with the Personal Reimbursement Form to document all of the necessary information. When filling out your Personal Reimbursement Form put "See attached Meal Form" in the Comments section.

To request a purchase card purchase, please fill out this form and send it to Megan Johnston.

This form should be used by anyone who needs to buy Ethyl Alcohol from Central Stores. It must be filled out and brought to 3002 Engineering Building I (EB I) to be signed by Dr. Rigsbee. This, along with your school ID, an account number (to be provided by the P.I.), and our OUC (140801), can then be used to buy ethyl alcohol.

Personal Reimbursement Forms are to be used for reimbursement of purchases made on behalf of the department and for payment of seminar honorariums.

Forms must include:

• a valid account (or accounts) to charge the expenses to
• signed and dated original receipts taped on all four sides to a letter size sheet of paper
• if you are requesting reimbursement for a meal, also fill out the Meal Form, available above

Forms must be signed and dated by you and the head of your project (the P.I.) and brought to Megan Johnston or mailed to Megan at Campus Box 7907. If you are the P.I. of the project, the form should be brought to the Administrative Office in EB I for Dr. Rigsbee's signature. Forms submitted to Dr. Rigsbee will be forwarded to Megan for processing.

You can expect to receive a check from the university in approximately 4 weeks from the time you submit the form. Expenses paid from a personal credit card will receive priority. If you do not receive your reimbursement check within 4 weeks, please contact Megan.

To be reimbursed from the Petty Cash Fund for out-of-pocket expenses up to $20 you will need to do the following:

1. Sign and date the original receipts and tape them on all four sides to the Petty Cash Reimbursement Form. Use additional blank sheets of paper if necessary.
   • When purchasing with cash, please make sure that you obtain a vendor's receipt for the cash transaction - an invoice showing charges is NOT the same as a receipt unless it contains written confirmation from the vendor that the listed amount has been paid in full. An invoice without confirmation of payment is not sufficient for reimbursement of the expense.
   • Provide a valid account (or accounts) to charge the expenses to and explain what exactly has been purchased and how it is related to the project being charged.
2. Get an approval signature from the head of the project (the PI) or from Edie Nowell (for departmental accounts).
3. Sign and date the document and bring it to Megan Johnston to receive your refund.

This form is to be used when you need to bill an outside organization for services rendered. The form should be filled out and emailed to Megan Johnston or brought to 3013 Engineering Building I. The form will be processed and an NCSU Invoice produced. The Invoice will be sent to the to the organization being billed, you will be mailed a copy.

If you are printing the form out to fill it in by hand, it is suggested that you use the PDF version, as it has more room for writing.

Note: Use for purchases less than $5000 (including all shipping charges and miscellaneous charges) ONLY!
Purchase Order (PO) numbers are used to place orders with a company. We are now using an email-based procedure for submitting PO requests. Please go to How to submit a PO request for the form and instructions. PO Requests are handled by Megan Johnston and Linda Simerson ("5" accounts).

After you get a Purchase Order number, the request form can be used to place the order (unless the company has its own standard order form). Please be sure to fill in the "Ship To" portion of the form, and to ask any salespeople you talk with to be sure to ship your order to you at the "Ship To" address. Otherwise, your order will be addressed to the Accounting Technician and we will not know what to do with it.

Note: Use for purchases less than $5000 (including all shipping charges and miscellaneous charges) ONLY!
Purchase Order (PO) numbers are used to place orders with a company. We are now using an email-based procedure for submitting PO requests. Please go to "How to submit a PO request" for instructions.

After you get a Purchase Order number, the request form that you used to request your PO number can be used to place the order (unless the company has its own standard order form). The form can be downloaded using the link above, or from "How to submit a PO request".