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CALS Business Operations

Reminder: PCards Cannot Be Used To Pay NCSU

March 22, 2024

PCards should not be used to pay NCSU entities (this includes Howling Cow, CALS Estore or CALS or NCSU Eventbrite). To process a payment to another department, an Interdepartmental Transfer (IDT) is needed. The department offering the product (Billing Department) should initiate the IDT to the department requesting the product (Customer). If you need to submit an IDT request, it must be entered through ServiceNow.

The only exception is for Campus Enterprises. You may use your PCard to purchase products at these Campus Enterprise Departments only:

  • NCSU Dining Halls
  • WolfPack Outfitters
  • Wolf Xpress Print + Copy
  • NC State Student Centers
  • Rave! Catering
  • WolfPack One Card
  • Lonnie Poole Golf Course

Please refer to the PCard Cardholder Manual for details

Here are a few examples from the manual:

Non-Allowable Purchases

PCards CANNOT be used for the following:

  1. Personal meals. (Per diem meals are NEVER allowed.)
  2. Payments to individuals (including grant-writing, honorariums, etc).
  3. Hotel incidental charges such as movies, bottled water, room service and laundry.
  4. Fuel for a personal vehicle.
  5. Additional insurance on rental vehicles in the U.S.
  6. Goods or services for personal use.
  7. Payments to other NC State University departments (with the exception of Campus Enterprises businesses). This includes Howling Cow. Use an interdepartmental transfer (IDT) or service unit billing (SUB) for these purchases.
  8. Parking Infractions: The individual driver is responsible for how and where they park regardless of who owns the vehicle. Refer to the policy under the Controller’s Travel Center.
  9. Additional merchant category restrictions as described in the manual.

If you are a CALS department and need to initiate an IDT, please submit your request through ServiceNow, and use the Billing Requests (IDB/IDS) form.