Purpose
The purpose of this Quick Reference Guide (QRG) is to provide a List of Expense Types in the North Carolina Financial System (NCFS).
Introduction and Overview
This QRG covers the List of Expense Types, Categories, Receipts, and Expense Account Information in NCFS.
Overview
Expense Reports and Cash Advances are used to ensure the timely reimbursement of employee expenses. There are various requirements and considerations to consider when submitting these:
- Specific Expense Item types must be selected when creating an Expense.
- Expense Preparer can submit Expense Reports for themselves or on behalf of others.
- Receipts are required for some Expense Items to be eligible for approval.
- Expense Reports and Cash Advances follow the same approval workflow.
Expense Item Types Details
Periodically, as policies change, expense item types will be added or removed, and applicable reimbursement rates will be adjusted as required by OSC. A few commonly used expense item types are shown below:
- Gasoline
- Airfare
- Transportation
- Meals
- Mileage
- Lodging
- Registration
- Miscellaneous
List of Expense Types
| Name | Category | Account | Require Receipts |
|---|---|---|---|
| Airfare - In-State | Airfare | 52711000 | Yes |
| Airfare - Out-of-Country | Airfare | 52713000 | Yes |
| Airfare - Out-of-State | Airfare | 52712000 | Yes |
| Car Rental | Car Rental | 52521000 | Yes |
| Car Rental - Workshop/Conference Expense | Car Rental | 52521900 | Yes |
| Gasoline(WEX only for DPS and DAC) | Miscellaneous | 53310000 | Yes |
| Gasoline - Rental Vehicles | Car Rental | 53310002 | Yes |
| Ground Transportation - In-State | Airfare | 52714000 | Yes |
| Ground Transportation - In-State - Training | Airfare | 52714010 | Yes |
| Ground Transportation - Out-of-Country | Airfare | 52716000 | Yes |
| Ground Transportation - Out-of-State | Airfare | 52715000 | Yes |
| Ground Transportation - Workshop/Conference Expense | Airfare | 52714900 | Yes |
| Ground Transportation - Mileage - In-State | Mileage | 52714000 | No |
| Ground Transportation - Mileage - Out-of-State | Mileage | 52715000 | No |
| Lodging - In-State | Accommodations | 52721000 | Yes |
| Lodging - In-State - Training | Accommodations | 52721010 | Yes |
| Lodging - Out-of-Country | Accommodations | 52723000 | Yes |
| Lodging - Out-of-State | Accommodations | 52722000 | Yes |
| Lodging - Workshop/Conference Expense | Accommodations | 52721900 | Yes |
| Meals - In-State | Per Diem | 52724000 | No |
| Meals - In-State - Training | Per Diem | 52724010 | No |
| Meals - Out-of-Country | Meals | 52726000 | No |
| Meals - Out-of-State | Per Diem | 52725000 | No |
| Meals - Workshop/Conference Expense | Meals | 52724900 | No |
| Miscellaneous - In-State | Miscellaneous | 52727000 | No |
| Miscellaneous - In-State - General Assembly | Miscellaneous | 52727002 | No |
| Miscellaneous - In-State - Judges Allowance | Miscellaneous | 52727001 | No |
| Miscellaneous - In-State - Training | Miscellaneous | 52727010 | No |
| Miscellaneous - Out-of-Country | Miscellaneous | 52729000 | No |
| Miscellaneous - Out-of-State | Miscellaneous | 52728000 | No |
| Miscellaneous - Out-of-State - General Assembly | Miscellaneous | 52728001 | No |
| Miscellaneous - Workshop/Conference | Miscellaneous | 52727900 | No |
| Registration Fees | Miscellaneous | 52930000 | Yes |
| Other - In-State | Airfare | 52717000 | No |
| Other - Out-of-Country | Airfare | 52719000 | No |
| Other - Out-of-State | Airfare | 52718000 | No |
Wrap-Up
The List of Expense Types in NCFS displays the Types, Categories, Account Information, and Receipt Requirement Information for the various Active Expense Types in NCFS.
Additional Resources
- Virtual Instructor-Led Training (vILT)