Documents and Forms
Administration
Abbreviations and Definitions
CALS Business Operations Standard Operating Procedures
CALS State Fiscal Year 2024 Close Out Schedule
Facilities Operations Request forms
Facility Liaison list
Federal Excess Personal Property (FEPP) Program Quick Reference Guide
Faculty Administration
Faculty Appointment Letter Templates
Faculty Position Request Form (attach to CALS Online Request)
SFR Change/Faculty Salary Distribution Change Request Form
Human Resources
Americans with Disabilities Act Amendments Act (ADAAA) Checklist
CALS Form for Unpaid Appointments
Emeritus Status Request Letter Template
Federal Work-Study Student Employment Program
International Employment I-9 Forms
J-1 Exchange Visitor Application Process
Job Posting and Background Check Requirements
PeopleAdmin 7 Guide to Applicant Status
PIF (Personal Information Form) – Permanent / Monthly
PIF (Personal Information Form) – Temporary / Part-Time
Required Information for EPA/Post Doc Actions Form
Required Information for SPA Positions Form
Temporary Assignment Certification Form
Temporary Employee Request Form
Budgets & Planning
Active Phase List
Additional Compensation Submission Deadlines (FY23-24)
Allowable Expenditure Chart
Basic Spending Guidelines by Fund Source
Benefits Budget Calculation Template
Benefits Rates History
Budget Load Timeline
CALS Budget Principles
Cost Principles PowerPoint Training
eAuthentication with Identity Verification
Faculty Hire Start-up Template
Federal Funds – Allowable & Unallowable Costs
Financial Coding Structure Guide
Holiday Pay for Exempt SHRA Employees – Instructions
Holiday Pay for Exempt SHRA Employees – Timesheet
Payroll Schedule 2023-2024 (Bi-Weekly)
Payroll Schedule 2023-2024 (Monthly)
Quick Reference Guide to entering an Appendix E in NIMSS
Quick Reference Guide to the NIFA Reporting System – Project Initiation for Hatch Multistate
Salary Distribution Change (SDC) Form
Salary Distribution Change (SDC) Deadlines for ServiceNow (FY23-24) – monthly & biweekly
Service Center Fringe Benefit Rates
Service Center Rate Calculation Form
Spending Eventbrite Revenue on Food and Promotional Items – How-to Guide
Testing Services Agreements (TSA) & Fabrication Services Agreements (FSA)
Trust Fund Guidelines
Unallowable Indirect Costs on Federal Funds
Business Services
General Accounting
Alcohol Permission Form
AP 106 Sponsored Conference Authorization
AP 107 Non-Travel Meals Authorization Expense
BA-027 – Supplement to the University Deposit Slip
BA-151 – Notification of Gift Form
Basic Spending Guidelines – State Funds
CBO Billing/ Interdepartmental Sales Request (IDS/IDB)
CBO Document Transmittal
CBO Gift Deposit Form
Check Handling – CALS Guide and Template for Department/Unit Level Internal Controls
Check Inventory Log
Food Costs/Project Exemptions Form
Foreign Supplier Statement for Services Performed Outside US
Foreign Wire Transfer Form (Purchase Orders)
Foreign Wire Transfer Form (Vouchers and Travel Reimbursements)
Foundation Transmittal for Refund of Expenditures
Gift-in-Kind Forms – Please contact Sean Moretz or Kathy Kennel
Missing Receipt Form
Mobile Communication Device Allowance Request Form
Mobile Communication Device Allowance Template
Mobile Communication Device- Multiple Allowance Approval Addendum
Motor Fleet Management Guidelines
Motor Fleet Management Billing and Invoice Search
Motor Fleet Management State Vehicle Expense Summary Report
Motor Fleet Management Travel Log
NCSU Credit Letter
Non-Salary and Deferred Compensation (Relocation Allowance) Form
Payment Request Memo – Award
Payment Request Memo – Honorarium
Payment Request Memo – Motor Vehicle Tax & Tag
Payment Request Memo – Stipend / REU / REU+ / REG
Payment Request Memo – Visa Sponsorship Form
Personal Reimbursement Form – for Non Travel Reimbursements (Word)
Procurement and Business Services Guidelines and References
Submitting Documents to CBO Checklist
Submitting Documents to CBO Electronically Instructions
Supplier (Vendor) Fax Cover Page
Vendor Notification Letter – University Sales and Use Tax Exemption
W-8BEN Certificate of Foreign Status of Beneficial Owner for U.S. Tax Withholding and Reporting (Individuals)
W-8BEN-E (Entities)
W-9 Request for Taxpayer Identification Number & Certification – New Vendor
W-9 Request for Taxpayer Identification Number & Certification – New Vendor (Blank)
Wolf Copier Document Submission Instructions
PCard
2024 PCard Billing Cycle Calendar
CALS County Extension Department PCard Resources
CALS PCard Resources
Missing Receipt Form
PCard Dispute Form
PCard Documentation Checklist (CALS)
PCard Manual for Cardholders (University)
Travel
3rd Party/Non-Hotel Lodging Pre-Approval
AP102/AP103 Employee Travel Advance & Reconciliation
AP 104 Non-Employee Travel Authorization
AP 104/AP105 Non-Employee Travel Advance and Reconciliation
AP 106 Sponsored Conference Authorization
Before You Submit Your Travel Authorization (TA) Guide
Before You Submit Your Travel Reimbursement (TR) Guide
Fly America Act Certification
Fly America Act Guidelines
The Travel Manual
Travel Reimbursement Data Collection Worksheet for Non-Employees
Travel System Tips
University Basic Spending Guidelines
Contracts & Grants
Pre-Award
Acronyms and Abbreviations – Pre-Award
BA-148 Form (CALS version) – Pre-Award or Segment Request Form
CALS Budget Justification Template
CALS Internal Budget Template – Updated October 2023
*Commodity Proposal & Budget Form*
*Commodity Progress Report & Impact Statement Form*
PINS Help Guide
Post Award
CALS Dean’s Enrichment Grant Interim Report Instructions 2013-2014 Cycle
CALS Dean’s Enrichment Grants Program – Progress Report Form
CALS TEARS PI Instructions and Reference Guide
Closeout Form – Certification Tab Questions (PDF)
Closeout Form – Certification Tab Questions (Word)
New Award Checklist
Petition to Delay Close-out (CALS)
Pre-Award/Segment Request Form
PI Portal Quick Reference Guide – How to Access
Redistribution Out of Compliance Justification Form (Word)
Uniform Guidance Summary