Skip to main content

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
A receipt from Office Depot
  • An original receipt from an online market that is itemized
A receipt from Amazon.com

Examples of Invalid Receipts

  • A receipt from Venmo, CashApp, and other similar online payment services
A receipt from Venmo

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.