Deposits: Partial and/or Full Reimbursements

For ledger 6 and 7 project reimbursements please continue to follow the current guidance, for PCard Reimbursements please see Quick Guide: PCard –  Misuse & Corrective Action. 

For State Appropriated Funding and Receipt Projects: 

• If the expense and reimbursement both occur during the current fiscal year:
  • If the reimbursement is for the full amount, it would post to the project as a refund of expenditures. 
  • If the reimbursement is partial or helping to support a cost, then it is considered programmatic support and should be deposited into a Receipt Project. Then it is at the PI/Dept discretion whether or not to move the associated expense(s) from the original project/source to the Receipt Project. 
• If the expense occurred in the prior fiscal year and the reimbursement occurs during the current fiscal year:
  • For both full and partial reimbursements, it would be deposited into a Receipt Project as we cannot cross fiscal years. Please note as part of closing out the State Fiscal year, all expenses are covered by the College/Department; therefore, the State is not “out” of any funds.  

For Ledger 5 Projects:

The ledger 5 project should only receive funding/revenue from the sponsor. Additionally, NCSU should only “bill” the sponsor for charges they will be covering as part of the grant proposal and the terms and conditions. 

• If the expense and reimbursement both occur during the current fiscal year:
  • For both full and partial reimbursements, the associated expense(s) are first journaled to a Receipt Project. Then the deposit will be applied to that Receipt Project.
• If the expense occurred in the prior fiscal year and the reimbursement occurs during the current fiscal year:
  • Due to State/University policy, where you cannot cross fiscal years, both full and partial reimbursements will be deposited into the ledger 5 project as a refund of expenditures. Please note this should only occur in rare instances. 

For Federal Projects (non-ledger 5 Projects):

For federal appropriations, we have to refund the federal government for any funds drawn down which subsequently are reimbursed. 

• If the expense and reimbursement both occur during the current federal fiscal year:
  • If the reimbursement is for the full amount, it would post to the project as a refund of expenditures. 
  • If the reimbursement is partial or helping to support a cost, then it is considered programmatic support and should be deposited into a Receipt Project. Then it is at the PI/Dept discretion whether or not to move the associated expense(s) from the original project/source to the Receipt Project.
• If the expense occurred in the prior fiscal year and the reimbursement occurs during the current fiscal year:
  • As we have to reimburse the government, both full and partial reimbursements will be deposited into federal (non-ledger 5) projects as a refund of expenditures. 

For any questions, please contact CBO A/R: cbo_accountsreceivable@ncsu.edu.