Fwd: [CSC - Faculty & Staff] Recent Changes

[Tiffany Barnes]

Hi lab people!

This email has new guidelines for travel - main notes are that you have to upload the conference agenda, third party authorizations, and personal travel comparison information BEFORE the trip, with the authorization!!!  (NOTE I copied the forms we need into our Game2Learn > Lab Manual shared drive. The links below will make your own copy of these)

A couple of notes before are for purchases too.

Tiffany Barnes

Distinguished Professor of Computer Science

NC State University

Tiffany...@gmail.com 

http://eliza.ncsu.edu/

---------- Forwarded message ---------
From: 'Terri Moss' via csc-faculty-staff <csc-facu...@lists.ncsu.edu>
Date: Fri, Sep 12, 2025 at 1:26 PM
Subject: [CSC - Faculty & Staff] Recent Changes
To:

Hello all,

Hope everyone is well!  There have been recent changes that I need to make you aware of: 

TRAVEL

From a recent meeting with COE and Travel Audit, below are CSC’s new Travel Authorization requirements:

Upload Backup Documentation with TA not TR: 

Documentation of the travel purpose - If the conference/meeting does not yet have a schedule/agenda, upload to the TA other documentation showing the dates and destination of the travel. Examples include a pdf of the webpage for the event, an email invitation, etc.

Airfare Comparisons - When personal travel is included in your business trip, 3 round-trip airfare comparisons are required. The dates on the comps should include the business travel dates. These dates should include an extra day for travel both to and home from the conference.  Along with this, you must complete the Airfare Comparison Form and include it with your TA.  Do not wait until after your trip to pull comps - be sure to pull these prior to booking, when you can get the most accurate rates.

 
Driving vs. Airfare Comparison - When claiming mileage for longer trips, please complete and attach to the TA the Travel Comparison Form  to show that your selected travel method provides cost savings to the University. 

 
Excess Lodging Comparison - If the lodging estimate is more than $300/night, documented evidence should be attached to the TA to support that the rate claimed is within the prevailing lodging rate for reasonable accommodation.

Rental Vehicles and Excess Meals - Require approval on the TA. If approval is not included on the TA and reimbursement is requested on the TR, Department Head approval is required as an attachment to the TR when it is submitted.

GIFTS

The  CSC Gift Recipient Form has been updated. If gifts (e.g., CSC clothing, headphones, wireless speakers, gift cards, research incentives or gift cards) are distributed, we now have a link that can be provided to the gift recipient, allowing us to collect the required information for the taxation office. The Purchaser/Distributor will receive a confirmation email with an attachment of the Recipient’s submission. If you are requesting reimbursement for the gift(s), a copy of this attachment is required as backup documentation.

CSC SPENDING APPROVAL

When planning to use departmental funds for a purchase, we are asking you to complete the CSC Spending Request Form. This applies to purchases using departmental funds (projects 201501 and 687078), spending from your Startup, GEAR, or DELTA funding, as well as purchases for PEO events (like the Alumni Hall of Fame or SAB meetings).

You do not need to use this form for purchases from the following accounts:

Faculty Gifts

Student Groups

Senior Design Center

Secure Computing Institute

Center for Educational Informatics

PLEASE NOTE: This form should only be completed and submitted by faculty. Students should not submit requests on your behalf.

    Please let me know if you have any questions.

Thank you. 

~ Terri

 

Terri (Teresa) Martin-Moss

Director of Finance & Administration

College of Engineering

Computer Science Dept.

890 Oval Drive, CB 8206

Raleigh, NC  27606

(p) 919-515-2930