SUBJECT: Travel Policy

Number: 301

Issued by: Ms. Virginia Steel Hudock, Vice Chancellor for Business and Finance

Date: June, 2006 (rev.)

 

 

1. Travel is deemed to be official travel of University faculty and staff while away from the University for the purpose of conducting the business of the University, attending professional meetings, special demonstration meetings and other related meetings. This Policy is applicable to all travel regardless of the source of funds used for reimbursement.

 

A traveler on official business will exercise the same care in incurring expenses and accomplishing an assignment that a prudent person would exercise if traveling on personal business. Excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an assignment are not considered exercising prudence. Travel by commercial airlines will be in coach or tourist class, except where exigencies require an exception. Transportation to and from points of arrival and departure will be by the most economical method. In calculating the most economical method, the travel time and any resulting extra funds used for meals and lodging should be considered in addition to transportation costs.

 

Reimbursement will vary depending upon the circumstances and conditions, including the extent of benefit expected to accrue to the individual and the University, and the competing demands on available funds. Financial arrangements may vary from token University participation in the costs up the maximum travel and subsistence allowances applicable for regular official travel. Each administrator shall determine in his respective area of responsibility the appropriateness of such travel and the extent to which the University is to participate in defraying travel and subsistence expenses. Such arrangements should be clearly indicated on the Travel Authorization Form.

 

2. Expense Classifications of Travel

A. Consultant and Lecturer Travel -expense code 52021. This expense category is to be used for travel associated with a person providing consultation or guest lecture services for the University.

B. Student Travel - expense code 52022. This expense category is to be used for USC student travel.

C. Employment Interview Travel - expense code 52023. This expense category is to be used for travel associated with visitation of a potential employee. It should not be used for travel expenses incurred by University personnel in pursuit of prospective employees.

D. Professional Travel - expense code 52024. This expense category is to be used for all USC employee travel associated with l) professional meetings, conventions or seminars; 2) negotiations on grants, contracts and other legal matters, and 3) other travel not specifically covered elsewhere.

E. Professional Travel Foreign - expense code 52025. This expense category is to be used for travel that is not within the United States, Canada or Puerto Rico.

 

3. Procedures for Travel Authorization

Individuals traveling on University business should do so only after prior submission of the Travel Authorization Form. All copies should be submitted through the appropriate official for approval. The routing of Travel Authorizations for domestic travel should generally be through the administrative office above the requesting unit. (Academic colleges through Vice Chancellor's office, etc.)

 

Two signatures are required only if the department head is the traveler. Then the signature of his/her supervisor is also required. In the case of the Chancellor, travel is approved by the President.

 

After the Travel Authorization Form (TA) has proper approval it should be forwarded to the Finance office. The Finance Office will commit the proposed trip and forward the TA to the Controller's Office in Columbia. If funds are not available in the account, the Authorization will be returned by the Finance Office. If an individual travels on an account without sufficient funds, the University reserves the right not to reimburse the traveler expenses incurred. TA's should be submitted to the Finance office as early as possible.

 

 

4. Method of Transportation

The method of transportation utilized by University employees will be the most practical and economical means, with due consideration given to the time involved and the mission to be accomplished. Travel under 500 miles round trip insofar as practical, shall be by University-owned or personal vehicle. Travel in excess of 500 miles round trip should be by air carrier because of the great savings in time over other types of conveyances. If time permits, travel over 500 miles round trip may be accomplished by private vehicle or University-owned vehicle. Used of University owned vehicles should be limited to South Carolina and adjoining states.

 

5. Repetitive Travel

Those individuals who do repetitive travel for a fixed period of time, (i.e., semester), should file a "blanket" Travel Authorization, including the estimated cost for the entire period. The Travel Reimbursement Voucher, under approved "blanket" Travel Authorizations, should be forwarded through the normal administrative channels.

 

6. Group Travel (Students)

More than one student may travel under one Travel Authorization. However, one person must be designated responsible for the funds. This person must account for all expenditures of the group and will be appropriately reimbursed. If such an arrangement is not desirable, a separate Travel Authorization must be submitted for each traveler.

 

7. Procurement of Airline Tickets

If an airline is to be used, the individual should contact one of the following official travel agencies. These agencies will bill Diner's Club for the ticket, however the individual must submit the amount on a TA.

 

The approved agencies are:

1.  AAA  642-0142 or 642-8377   ($40 Processing Fee)

2. Newlands 648-6831   ($25 Processing Fee) 

The individual must furnish the travel agent with the Travel Authorization number which is on the upper right corner of the Travel Authorization Form.

 

you prefer, you may purchase your own airline ticket on-line using a personal credit card.  For reimbursement, print an official itinerary/receipt that states traveler's name, amount of ticket and method of payment.   Attach this itinerary/receipt to a completed T.R.V. for the amount of the ticket.

 

8. Procurement of University of University Motor Pool Vehicles

If a USCA Motor Pool vehicle is to be used, the individual wishing to travel should reserve the car by submitting the Motor Vehicle Reservation Form to the Motor Pool. The Motor Vehicle Reservation Form should be submitted as early as possible. Charges for the use of the vehicle will be made directly into the appropriate account.

 

9. Use of Private Vehicle

Under varying circumstances it may be appropriate and desirable to use one's personal vehicle This should be requested on the Travel Authorization form. Under no circumstances will the University reimburse for use of a personal car within ten miles of an employee's official headquarters and/or place of residence. When a private vehicle is used for service travel (i.e., supervision of clinicals, practicums or student teachers) the individual will be reimbursed only for mileage in excess of the distance between employee's residence and USCA.

 

10. General Rules for Reimbursement of Travel Expense

 

A. Maximum Reimbursement

State law provides that faculty and staff while traveling on the business of the University shall be allowed reimbursement for subsistence expenses incurred and paid. They shall, upon presentation of a paid receipt, be allowed reimbursement for actual expenses incurred for lodging up to a maximum of $300.00 per night. Lodging expenses should be reasonable taking into consideration location, purpose of travel, or other extenuating circumstances.

 

The employee shall also be reimbursed for the actual expenses incurred in obtaining meals except that such cost shall not exceed $25.00 per day, except in areas outside of South Carolina maximum daily reimbursement for meals shall not exceed $32.00.

 

B. Method of Determining Allowable Subsistence

1. Meals will be reimbursed on time of departure, and time of return up to a maximum allowance as follows:

 

Departure Time Return Time Regular S.C. Out of State

 

Before 6:30 am After 11:00 am $6.00 $7.00

Before 11:00 am After 1:30 pm $7.00 $9.00

Before 5:15 pm After 8:30 pm $12.00 $16.00

 

$25.00 $32.00

 

Meals for one day trips may be reimbursed within the allowances listed above, but this amount is considered income and will be listed on a year end W-2.

Foreign Travel-Meals:

If receipts are not provided, only the maximum daily rate for meals 

as established by the Federal Government for travel in foreign areas

can be claimed. (Note: the rates listed on the 

websites below include an amount for incidental charges.

This amount cannot be included in the meal reimbursement request.

More explanation further in paragraph).  

To figure daily foreign meal rates, go to: http://www.state.gov/m/a/als/prdm/2003/

Click on the most current year.  Find the appropriate country (some countries

have many regions).  Go to column G, note the amount.  Then go to

http://www.state.gov/m/a/als/prdm/651.htm.  The amount from column G, 

find in the "M&IE Rate" column--columns 2, 3, and 4 are the Breakfast, Lunch 

and dinner break downs for that country.  Column 5 is the incidental* column

mentioned above, and is not included in the daily meal amount.

When claiming reimbursement for actual expenses of 

meals that exceeds the daily rate, receipts are required (there are limits) outlined

on the non-Excel version of the first website mentioned above.

 

2. Lodging

Actual hotel/motel cost will be reimbursed not to exceed $300.00 per day. No reimbursement for overnight accommodations will be made within fifty (50) miles of the traveler's official headquarters and/or place of residence.

 

Original itemized receipts for hotel or motel expenditures must be attached to the Travel Voucher when submitted for reimbursement and should show the applicable single room rate.

 

C. Transportation expense

Transportation will be paid in full at coach rates. However, if private vehicle is authorized, reimbursement will at $.40.5

per mile traveled or at coach air fare, whichever is less. The $.40.5 per mile reimbursement includes all expenses of vehicles operation including insurance and repairs. This allowance will be increased to $.44.5 per mile if documentation is submitted that a University vehicle was requested but was unavailable for the trip. Mileage is only reimbursed if the round trip is 20 miles or more.

 

D. Other Expenses

Other expenses may be reimbursed, such as conference or registration fees, taxi/limousine service, airport, parking and telephone. Receipts for these charges must be furnished. These reimbursements are in addition to the daily meals and lodging or subsistence amount. However, conference fees which include meals should have the meal allowance reduced by an appropriate amount. Gratuities are considered part of the meal cost.

 

Registration fees can be paid directly to the organization in advance by submitting a month ahead of the due date to allow for sufficient processing time by the Columbia travel department.

 

E.   Dependents Accompanying Employee

If a dependent accompanies an employee on an authorized business trip, only those expenses which may be directly attributed to the employee may be reimbursed.

11. Change in Approved Travel Plans

If travel plans are altered from those previously submitted and approved, or the funds need to be increased, a memo (or email from the appropriate person) revising the travel authorization should be forwarded to the Finance Office. The same signatures as on the original TA are required. If the travel plans are canceled, likewise notify the Finance Office in writing.

 

12. Travel and Subsistence Allowance for Students

Students traveling as official representatives of the University or sanctioned students organizations are subject to the same policies and procedures applicable to University staff. Reimbursement may range form token financial support up to the maximum travel and subsistence allowance applicable to regular official travel. The Associate Chancellor for Student Services or his designated representative must approve all student organization travel and make the determination as to method of travel and degree of financial support. Other official University student travel will be treated the same as faculty and staff travel must be approved by the Division Head or Chancellor whose budget will be charged for the travel.

 

13. Travel advances

Travel advance funds of up to 70% of the amount of subsistence may be received. This should be requested by sending a travel advance form to the Finance Office at least 48 hours before the check is needed. A travel advance may not be received if the individual has an outstanding advance. A TRV for reimbursement must be filed immediately after the trip and the advance must be repaid when the reimbursement arrives.

 

SUBJECT: USCA Budget Policy and Procedures

Number: 302

Issued by: Ms. Virginia Steel Hudock, Vice Chancellor for Business and Finance
Date: July 2005 (rev.)
 

Policy

The USCA budgeting process is based on translating the prioritized program review requests into financial
resources. The budget is a collaborative effort of all the members of the Campus Budget Committe.

The guiding budgeting philosophy is to allocate as many funds as possible to the
Academic areas of Instruction, Academic Support, and Library to most directly serve the
students and faculty. However, strict percentages are not used for allocation purposes. Instead each
budgeting head ranks his/her requests, and these are then ranked again by the supervisor and so
forth. This process allows the University to get maximum results from a limited amount of available
funds. The budget planning process and procedures are evaluated annually by the Campus Budget Committee.

Procedures

BUDGET CALENDAR

September-October: A preliminary base budget for the following year is prepared by the Vice
Chancellor for Business and Finance using expected state and fee revenue, annualizations of
current year expenses, and known fixed cost increases.

September-October: Departments prepare prioritized increase requests based on the coming year's
plan objectives as shown in the Program Review report and forward to the appropriate university
official.

December-May:  The budget is refined using current projections of appropriations amount and prioritizing
of personnel, equipment, and operating fund increase requests on a University-wide basis by the
Campus Budget Committee.

May: Tuition and other fee increase requests (when necessary) are prepared and forwarded to the
President for Board of Trustees approval. The proposed budget for the next fiscal year is forwarded to the President for Board of Trustees approval.

June:  Next fiscal year's budget is finalized when the appropriations bill is passed by the legislature.

July: Budgeting units are authorized to commit expenditure of current year operating
budgets.

July-August: the current year line item budget is uploaded into the on-line accounting system.

September-October: Current year budget reviewed and adjusted for Fall enrollment revenues or other revenue changes. Requests for equipment and other one-time uses received, prioritized and allocated by the CBC if sufficient funds are available during the current year. Should budget shortfalls occur, the IPC gives input to the Chancellor as to where expense reductions should be made.

February:   Current fiscal year budget is reviewed and adjusted for spring enrollment and fixed-cost
expenditures. Additional revenues (if any) are allocated by CBC. Should budget shortfalls occur, the CBC gives input to the Chancellor as to where expense reductions should be made.
 

April:  All significant expenditures should be committed by April 1. Failure to do this may jeopardize the receipt of goods and payment of the invoice prior to year-end.  Final months' expenditures are
monitored by Finance Office.

Monthly, budgeting unit heads receive computer printouts of budgets and expenditures for their own
departments as well as the budgets of anyone under their supervision. The Vice Chancellor for
Business and Finance updates the Chancellor on the overall University budget revenues and
expenditures as well as any specific budget items of concern.
 
 
 

SUBJECT: Purchasing

Number: 303

Issued by: Jeff Jenik, Director of Campus Support Services

Date: July 2006(rev.)

 

 Purpose of the Purchasing Department:

 
The Purchasing Department has the sole authority and responsibility to initiate all purchasing transactions on behalf of the University of South Carolina Aiken and to ensure strict compliance with the provisions of USC Aiken and USC Columbia purchasing policies and procedures and the State of South Carolina Consolidated Procurement Code. This responsibility must never be assumed by other Departments or individuals as such action may be considered an unauthorized purchase and the University not liable for payment of such purchases. No expenditure or commitment (to include charges) of funds is authorized for any individual at USCA unless prior authorization is received from the USCA Purchasing Department or the Associate Chancellor for Business and Finance. Individuals who make unauthorized purchases incur a personal liability and reimbursement will not be made by USCA. The normal way to obtain materials, supplies, equipment, rentals, services, advertisements, etc. is by the purchase order system, and the key to successful utilization of the system is prior planning, including ensuring that reasonable lead time is given for ultimate receipt of goods. All bids, quotations, purchase order copies and related correspondence are considered confidential and should not be revealed to outside parties.
1. Requisitioning Procedure:

1. Preparation of Request for Purchase:

When a need for supplies, equipment, rental or contractual services has been determined, departments should prepare a Purchase Requisition (PR), giving complete description and catalog numbers of items and date on which they are required. Any item ordered on approval should be so marked in the body of the request. Requests should normally be placed at least fifteen days in advance of the date on which items are required. On out-of-town and out-of-state purchases, at least thirty days advance notice is advisable to assure delivery on item. For some equipment and furniture, at least three months delivery time should be anticipated.
 
2. Selection of Items and Source of Supply:

The requesting department is responsible for furnishing complete specifications, catalog number, price, additional quotes as required or sole source justification as required; and suggested source of supply. The source of price must be furnished i.e., catalog price, telephone quote or written quotation. Give date of catalog, full name of person quoting, and/or original copy of quotation.

The Purchasing Department is responsible for choosing the vendor on a competitive basis following as closely as possible the specifications furnished by the requesting department, utilizing State Contracts when applicable, and ensuring strict compliance with the State Consolidated Procurement Code. The Purchasing Department will coordinate with the USC Columbia Purchasing Department and Central State Purchasing for the final selection of procurement and issuance of purchase orders. A copy of the purchase order will be sent to the requesting Department to be filed for future reference. Any inquires concerning the transaction must refer to the purchase order number.
 

3. Purchasing Requirements:

The requirements for competitive procurements are as follows:

Up to $2500.00 Requires statement that price is fair and reasonable.

$2501.01 -- $10000.00 Requires a minimum of three (3) written quotations.

$10000.01 - $50,000.00 Requires written solicitation for quotes by purchasing department and SCBO advertisement

$50,001.01 and up Requires formal sealed bid

 

4. Authorization:

The Purchase Requisition should be signed by the initiator, approved by the Department Head and forwarded directly to the Purchasing Department. Such approval should be obtained prior to submittal to avoid delay. The Purchasing Department will contact the USCA Finance Office for certification of availability of funds before procurement action is taken.
 
5. Emergency Requisitions:

Emergency purchases will be authorized only when bona fide emergencies exist. While it is difficult to define precisely what constitutes a genuine emergency, generally a situation would have to exist involving a life, death, or health situation or in which savings to be realized by normal proceedings would offset by corresponding or greater losses to the campus as a result of the delay. Failure to anticipate a need is not, of itself, to be considered an emergency. The Department should prepare a request for purchase citing the nature of the emergency so a purchase order can be obtained.
 
6. Blanket Orders:

Blanket orders for supplies or commodities may be initiated by a Department when numerous small purchases of a like nature are to be made locally or on a repetitive basis from the same vendor and that vendor does not accept the Purchasing Visa Card or if students will be picking up the supplies. Blanket orders are restricted to small purchases which are impractical and/or inappropriate for regular purchase orders, actual emergencies, and extremely short-fused items which border on emergencies that do not result from poor or no prior planning. In any event, blanket orders for the purchase of supplies or commodities from a single vendor will be limited to $6,000.00 for the fiscal year with individual purchases not to exceed $500.00 from that vendor in any 24 hour period. Abuse of this privilege will result in the blanket order being cancelled and no new blanket order issued. Contractual services and maintenance agreements on an annual basis, with the total amount encumbered for the fiscal year, may also be set up on a blanket order and may exceed the $6,000.00 annual limit.
 
7. Purchasing Card

  The USC Purchasing card has been designed to decrease the amount of paper work for departments. The card works just like your personal credit card, except all charges are paid in full by the University. It is to be used only for the purchase of supplies. University of South Carolina spending parameters for each purchasing card issued are set at $1,500.00 per transaction with a maximum of $5,000.00 per month per card. The State of South Carolina and the University of South of South Carolina require that certain types of vendors be blocked from Purchasing Card use. These transactions will be blocked at the point-of-sale level.
 
8. Advertising Services:

  The normal way to obtain advertising services from radio and television stations, newspapers, etc is by the purchase order system. The Contractual Service Blanket Order System may be utilized if ample lead time cannot be given for issuance of a purchase order. The contractual agreement will be issued on an annual basis not to exceed $2,500.00 for the fiscal year with the total amount encumbered. The $500.00 per purchase per day limitation does not apply to the Contractual Service Blanket Order. Sole source justifications must accompany the Purchase Requisition (PR) when applicable. Approval is required prior to purchase.
 
9. Petty Cash:

 

 
 
 
 
 

Petty cash may be used when item is under $50.00 and the vendor does not accept the Purchasing Visa Card and there is no blanket order in place. Reimbursement will be made from petty cash at the Finance Office upon presentation of an approved Purchase Requisition (PR) and a matching receipt.
 

10. Request for Personal Purchases:

University policy prohibits purchase for personal use.
 
11. Goods Ordered and Obtained on Approval or Review:

 Individuals should not write, order, or accept equipment, goods (including film) on an approval or review basis unless an approved Purchase Requisition (PR) has been submitted. This could result in a violation of Purchasing Policies and Procedures and cause overdue bills that reflect unfavorably on USCA.
 
12. Unauthorized Purchases:

Only USCA Purchasing Department personnel are authorized to procure goods and services for the University system. The only exception to this is a Petty Cash, Credit Card, Blanket Order or approved Revolving Fund purchase. Any other purchase is considered an unauthorized procurement. These unauthorized procurements may become the personal responsibility of the person making the transaction. The only other "cure", per the South Carolina Procurement code, is to request the President of the University to approve the unauthorized procurement. This must be done in writing, through the Associate Chancellor for Business and Finance, the Chancellor and then through the Office of the Vice President for Business and Finance who will take the matter up with the President. If disapproved, the obligation will become the personal responsibility of the person who made the unauthorized procurement.
 
13. Contracts and/or Agreements:

1. Policy:

The Direct Expenditure Voucher (DEV) is designed for handling and authorizing nominal payments for dues, subscriptions, membership fees, freight charges, and miscellaneous contractual services that would be impractical on a purchase order. The DEV is not to be used for payment of invoices for equipment or supply purchases; for payment of personal services, or repairs, nor is it to be used for processing after the fact procurements.
 
2. Procedure:

A Purchase Requisition (PR) should be submitted to the Purchasing Department and should include a description of the charge, appropriate invoices, applications and approval of the Department Head. Memberships and subscriptions must be made out the USC Aiken. They may include the organizational title of the incumbent, but in no circumstances can the membership or subscription give any appearance of being personal or made to an individual.