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EX-14 List of Expense Types

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.

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