Valid Appropriations receipts
Student organizations are required to submit receipts proving that they spent their Appropriations funding. All receipts must follow specific guidelines from NC State to be accepted as a valid Appropriations receipt. In this guide, we explain what a valid Appropriations receipt is along with examples of valid and invalid receipts, we also provide information for requesting a Line Item Description Change.
Per NC State University guidelines, a valid Appropriations receipt must contain the following:
- Merchant name & address
- Date of purchase
- Itemized description of item(s) purchased
- Quantity of each item and unit price
- Shipping charges & ship-to address (if applicable)
- Total amount of the purchase
We cannot accept receipts from Venmo, CashApp, and other similar online payment services.
Examples of Valid Receipts
- An original receipt from a store which is readable that has each item listed with their associated costs
- An original receipt from an online market that is itemized
Examples of Invalid Receipts
- A receipt from Venmo, CashApp, and other similar online payment services
Receipts that do not include one or more of the following:
- Merchant name & address
- Date of purchase
- Itemized description of item(s) purchased
- Quantity of each item and unit price
- Shipping charges & ship-to address (if applicable)
- Total amount of the purchase
If your organization is making payments to a business via Venmo or CashApp, your organization should request that the business creates a receipt/invoice for your organization that includes all necessary information.
Request a Line Item Description Change
Student Organizations can submit requests to change their Line Item Description, meaning they will be able to request spending Appropriations funding on other items/events/activities. Any new line items must follow all NC State University and Student Government spending guidelines, and must follow all policies listed in the Appropriations Packet for that cycle.