Finance & Administration Policies

Printing

Number: ABUSF 100

Section: Finance & Administration

Subject: Printing

Date: March 1, 2010

Revised on: August 1, 2013

Issued by: Director of Campus Support Services

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

1. Convenience Copiers (1-50 copies): These are the copiers that are located in various administrative areas and usually are used by multiple departments. The machines are operated by a control pad hat tracks department and individual usage.  Users are billed at the rate of five cents per black and white copy and fifteen cents per color copy. This cost includes paper.
2. Copy Center: Located in the Supply and Maintenance Building, Room 108 houses a wide format printer, color copier, and a high speed copier that is recommended for printing jobs in excess of 50 copies. The price schedule can be found here.
3. USC Printing: USC Aiken has an agreement with USC Printing to provide a wide range of printing and duplicating services. A price list for services can be found here. Jobs that cannot be printed by USC Printing can be procured from an outside source.
4. Outside Vendors: Printing services not readily available from USC Printing may be obtained from local printing companies. Departments must work with the Office of External Affairs to design the publication and obtain printing estimates.

 II.  Procedure

1. Convenience Copiers: For paper, submit a completed Purchase Requisitions to the Copy Center. To add/delete an operator code, please call the Copy Center at ext 3253. Some departmental administrative assistants may also have the ability to edit accounts.
2. For Service: Please call the XEROX service number located on the copier (1.800.821.2797). Be sure to have the machine serial number available when calling. The machine’s serial number can be obtained by pressing “Machine Status,” “Machine Information” on the copier keypad.
3. Copy Center: Prepare a Request for Photocopying form and deliver both copies along with material to be duplicated to the Copy Center. Requests can also be made via email.  Instructions can be obtained by contacting the Copy Center or the Purchasing Office. Material will generally be processed as received or prioritized on an as-need basis. Please call to schedule; turnaround time will normally be 24 business hours, but can often be completed sooner. The Copy Center will process “copy ready” material on 8.5”x11” or 8.5”*14” white 20lb bond paper.  Some color paper selections are available.  Please call for details.
4. USC Printing
   i. Complete Printing Request Form:  Keep the last copy (goldenrod) for department files. The canary copy be will returned showing the charges.
   ii. Pick-up and Delivery: Jobs will be delivered via University shuttle service. If you have any questions concerning service or turn-around, please call USC Printing at 7-5146. Completed jobs will be delivered along with the normal materials deliveries
5. Quick-Copy Jobs: Departments with frequent volume copy jobs may set up a blanket printing order. Submit a Printing Request indicating the beginning and ending date of the blanket order. Charges will only be billed at the end of the designated period. To use the blanket order, you will use the Blanket Order Printing Request form.
6. Electronic Submission: Departments with frequent volume copy jobs should work with the Office of External Affairs and the Purchasing Office to submit their work electronically to USC Printing. One-color (black ink only) copy jobs can be submitted to the Docutech printer at USC Printing. Other copy/printing jobs can be submitted on disc or hard copy.
7. Other: The Office of External Affairs will assist departments as needed with layout and design as well as consultation. All publications and material intended for external audiences must be submitted to the Office of External Affairs for review prior to printing. Office of External Affairs (Pickens-Salley House) ext. 3560.
8. Confidential Materials: Confidential materials such as tests will be returned in shrink wrap with a confidential cover. Please note on the Printing Request form under “additional information” that this is confidential material. The request should be submitted in a sealed, confidential envelope addressed to USC Printing.
9. Letterhead, Envelopes, and Business Cards: The University has a standardized format for all letterhead, envelopes, and business cards. Generic USC Aiken letterhead can be obtained through the Copy Center, generic envelopes obtained through Forms & Supply, and business cards can be purchased and printed through USC Printing or through state contract. To order departmental letterhead, please complete a Printing Request form and attach a sample with the correct information.  USC Printing will fax you a proof to review before printing if there are any changes.  Departments must use the regular Printing Request form, not a blanket order.
10. Paper Samples: Paper sample books are available for review in the Copy Center and the Office of External Affairs.
11. Helpful Hints: Blanket orders for printing should only be used by those departments that do high volume copying (four jobs per month). To eliminate unnecessary paperwork, blanket orders should be set up for six or 12-month periods. The Printing Request forms may be handwritten. Please make sure that all copies of the form are legible. If you need a cost breakdown for a particular job, use the regular Printing Request form. Jobs that require additional services such as binding, folding, pre-press, etc. may require additional time.  Please call USC Printing at ext 7-5146 if you have questions.  When sending material via inter-office mail, please clearly identify whether you are sending to USC Printing or to the USC Aiken Copy Center.

III.  Related Policies

IV.   Reason for Revision

Mail Services

Number: ABUSF 101

Section: Finance & Administration

Subject: Mail Services

Date: March 1, 2010

Revised on: August 1, 2013

Issued by: Director of Campus Support Services

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

Mail services for the USC Aiken campus are coordinated by the Office of Campus Support Services. These services include US Mail Services, Federal Express, and a USC system shuttle mail system.

II. Procedure

Specific procedures for USC Aiken mail services are located on the USC Aiken website here.

III. Related Policies

IV. Reason for Revision

Annual Review

Purchasing

Number: ABUSF 102

Section: Business and Finance

Subject: Purchasing

Date: June 20, 2013

Revised on:

Issued by: Director of Campus Support Services

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

Purchasing for the USC Aiken campus is coordinated by the office of Campus Support Services. The USC policy is located here.

II. Procedure

Specific procedures for USC Aiken Purchasing are located here: Purchasing.

Property Accountability

Number: ABUSF 103

Section: Finance & Administration

Subject: Property Accountability

Date: March 1, 2010

Revised on: August 1, 2013

Issued by: Director of Campus Support Services

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

Follow the link below for policy and procedures for Property Accountability for all campuses:

http://www.sc.edu/policies/ppm/busf500.pdf

Meal Plans for Students in Housing

Number: ABUSF 104

Section: Finance & Administration

Subject: Meal Plans for Students in Housing

Date: March 1, 2010

Revised on: August 1, 2013

Issued by: Director of Campus Support Services

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

Residents of university housing are required to participate in a campus meal plan. As part of their housing information and contract, all university housing residents will be provided with a list of the meal plan options available to them in meeting the mandatory requirement. If a student, parent, or legal guardian does not want a student to participate in the plan designated for the student based upon academic level, they may appeal to be released from the meal plan.

II.  Procedure

The appeal shall be in writing to the Director of Campus Support Services and must clearly state the reason(s) with appropriate justification or documentation for the requested release. Appeals will be accepted through the end of the third week of classes in each major semester. The appeal may be based upon, but not limited to, the following situations:  financial hardship, dietary restrictions, meals provided by an employer, or work schedule.

a. The appeal shall be acted upon and a written response forwarded to the appellant with copies to the appropriate USC Aiken departments.

b. Should the appellant not agree with the ruling, they may petition the vice chancellor for finance and administration for review and a final determination.

c. Petitions shall be made within ten working days of the receipt of the written response from the director of campus support services.  

III.  Related Policies

IV.  Reason for Revision

Annual review

Faculty Salaries Paid from Grant Accounts

Number: ABUSF 105

Section: Finance & Administration

Subject: Faculty Salaries Paid from Grant Accounts

Date: March 1, 2010

Revised on: 

Issued by: Vice Chancellor for Finance and Administration

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

Certain sponsored projects will require faculty members to work on the project as part of their regular academic load. When sufficient funds are available from the sponsoring agency, the budget proposal should be submitted at the full cost for the proportion of the faculty member's salary and fringe benefits for the time period.

II. Procedure

1. Upon notification of an award, the faculty member should work with the department chairperson to determine coverage for any courses which are released due to the grant award.
2. The grant principle investigator or department chairperson should notify the Grants Accountant of the number of courses released by the grant for each semester and the cost of the replacement faculty for those courses.
3. The Grants Accountant will complete the necessary HR documents to charge the correct proportion of the faculty member's salary to the grant and credit the departmental account. The Grants Accountant will have the necessary budget changes completed for the departmental account.
4. In all cases where release time is given, the department will be charged for the costs of covering the released courses. The cost will be charged at a minimum rate of $2,000 plus fringes for each 3-hour course release or the actual cost of the replacement faculty, whichever is greater.
5. The A fund salary differential, if any, which remains after paying for the replacement faculty will be allocated to the department to spend as they choose. These funds must be spent prior to June 30 of each fiscal year, and do not carry forward into the next year.

III. Related Policies

IV. Reason for Revision

Currently under annual review. 

Grant Indirect Cost Fund Retention

Number: ABUSF 106

Section: Finance & Administration

Subject: Grant Indirect Cost Fund Retention

Date: March 1, 2010

Revised on: 

Issued by: Vice Chancellor for Finance and Administration

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

It is USC and State of South Carolina policy that all budgets for contracts and grant proposals for sponsored projects be submitted using the federally negotiated indirect cost rate for USC Aiken. Proposals may only be submitted with a lesser rate upon approval of the System SPAR office. All indirect cost revenues for projects which are determined by SPAR to be other than research must be remitted to the State of South Carolina. USC is entitled to retain the indirect cost funds for all research projects. Of the total indirect costs retained on USCA projects by USC, USC Columbia keeps 20% and 80% is returned to USC Aiken.

II. Procedure

1. The central USC Aiken indirect cost recovery account (17110 E150) receives revenues on a monthly basis, based on the expenditures during the previous month from all research accounts generating IDC. This transaction is completed by the Columbia office of Contract and Grant Accounting.
2. The USC Aiekn Grants Accountant will distribute the departmental proportion on a monthly basis to the appropriate department account.
3. Indirect cost revenues will be distributed as follows: 47.5% to the Department/School, 47.5% to the Executive Vice Chancellor's Incentive Account, and 5% retained by USC Aiken centrally to cover grant administration costs.
4. The first time a Department/School receives a research grant generating IDC, the Chair/Head should contact the Contract and Grant Accountant to establish what USC Aiken account the department's portion of IDC should be credited to.
5. Exceptions to the distribution methodology in # 3 above for a specific grant account must be approved by the Chancellor.

III. Related Policies

IV. Reason for Revision

Currently under annual review. 

Catering

Number: ABUSF 107

Section: Finance & Administration

Subject: Catering

Date: March 1, 2010

Revised on: 

Issued by: Vice Chancellor for Finance and Administration

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

As USCA's contracted food services/catering provider, ARAMARK has exclusive rights for all food service/catering functions held on the USCA campus. Sample menus for a variety of events including breakfasts, lunches, dinners, and receptions/breaks are located on USCA's Dining Services Web Site or in the printed Catering Guide available from ARAMARK. 

II. Procedure

1. Academic and Administrative Departments and Student Organizations
   1. The department or student organization is responsible for reserving rooms through the proper channels before booking the catering event with ARAMARK. Tables or other equipment required for use by catering should be included on the room request form.
   2. Arrangements for on-campus food service/catering functions for internal campus groups should be made with ARAMARK at extension 3596. This includes coffee/danishes, cookies/soft drinks, or small luncheon arrangements.
   3. Arrangements for outside groups and all events held in the Conference Center should be made with Ms. Mary Anne Cavanaugh at extension 3587.
   4. Events should be arranged with as much advance notice as possible, a minimum of seven days is preferred. Events arranged within four working days of the event may be limited in menu options. ARAMARK will quote prices within 24 hours after the order is placed.
   5. For health and safety reasons, all leftover food items are the property of ARAMARK. We are unable to allow any leftover food to be taken off campus or to your offices. At the end of the event please contact the food services office so that the room may be cleared.
   6. A guaranteed minimum charge of $25 is required for all catered events. For catered functions under this minimum amount, there will be a $10 delivery/pick-up charge
   7. In the event of a cancellation within 48 hours of the event, the customer is responsible for the costs of any food and the production costs incurred up to the time of the cancellation. There will be no charges incurred if an event is cancelled with notice greater than 48 hours.
   8. Prior to ARAMARK finalizing plans for catering an event, the academic department/school or administrative unit must submit a purchase requisition to ARAMARK at least two days prior to the event.
   9. Submit a Campus Catering Ordering Form to ARAMARK (available on the Dining Services Web Site).
   10. Provide a final confirmed attendance or "guaranteed count" by 12:00 noon two business days prior to the event. The requesting department will be billed for the "guaranteed count" or actual number of people served, depending upon which number is greater.
2. Pick Up Policy (Catering to Go)
   1. With assistance from ARAMARK, determine and order the appropriate quantity of food.
   2. ARAMARK will quote prices within 24 hours after the order is placed.
   3. The student organization or department must deliver a completed purchase requisition or check to ARAMARK at least 24 hours before the event.
   4. Any equipment that is the property of ARAMARK must be returned. Any equipment not returned will be billed to the academic or administrative department or student organization.
3. Self-Prepared/Self-Served Food
   1. Academic and administrative departments and student organizations may provide self-prepared and self-served food for meetings. Student organizations may provide self-prepared and self-served food, or donated food for fundraising activities such as bake sales. Student organizations may order delivered pizza for organizational meetings. Invoices must be paid from the student organization funds.
4. Non-University Caterers
   1. Non-University caterers may be used in rare circumstances. However, ARAMARK has right of first refusal. Non-university caterers must meet all purchasing policies and procedures and must comply with all local, state and national health and sanitation regulations. As with all university contracts, the competing caterer must present a bid a minimum of 10% lower than university catering. Additionally, any off-campus caterer used for the first time by USCA should provide proof of liability insurance and proof of licensure with the South Carolina Department of Health and Environmental Control. The Associate Chancellor for Business and Finance will make final decisions related to the use of non-university caterers.
   2. Sponsors of any functions with food and/or beverages supplied by a non-university caterer are responsible for the actions of that caterer and compliance with the criteria as outlined.

III.  Related Policies

IV.  Reasons for Revision

Under annual review

USC Aiken Bookstore

Number: ABUSF 108

Section: Finance & Administration

Subject: Pacer Shoppe

Date: March 1, 2010

Revised on: August 1, 2013

Issued by: Director of Pacer Shoppe

Authorized by: Vice Chancellor for Finance and Administration

I. Course Material Adoptions

The Pacer Shoppe will adhere to the provisions set by the Higher Education Opportunity Act by making required and recommended textbook and course material information including ISBN and retail price available on its internet.

1. Textbooks and Course Materials
   1. The bookstore will provide a password to a secure online website with historical adoption information (when available) within two working days of the campus aster schedule being posted to VIP.
   2. Faculty members or designee will submit reliable and accurate information for all required and optional textbooks and materials for each course taught per semester no later than two working days prior to the semester pre-registration date set forth by the University.
   3. All course packets that contain copyrighted materials must be approved through a copyright clearance center before they may be sold in the Pacer Shoppe.
2. Desk Copies
   1. The Pacer Shoppe will provide contact information for any publisher from which a faculty member requires a desk copy.  In emergency circumstances, the bookstore will provide a desk copy up to 10 days.  A Purchase Requisition Form must be submitted to the bookstore and signed by the department head before release of said desk copy.

II. Refunds & Exchanges

1. Textbooks and Course Materials
   1. The Pacer Shoppe will offer a full refund or exchange during the first five (5) days of the Fall and Spring semesters.  Refund/exchange period for Maymester will be two (2) days from and including the first day of class.  Refund/exchange period of Summer I & II will be three (3) days from and including the first day of class.
   2. In the case a student withdraws from the university or drops a class, the bookstore will adhere to the dates and percent for refunds as set forth by the university.
   3. An original cash register receipt is required for return. It must be dated no earlier than four weeks before the start of classes.
   4. New textbooks must be in perfect condition and free from the following: bent corners, writing, stains, pencil markings, book bag scuffing, and broken spines.
   5. Items that are shrink-wrapped are non-returnable if they are opened.
   6. Refunds will be given back in the same form of payment received.
2. Other Merchandise
   1. Clothing, school supplies, and gift items may be returned 14 days from date of original purchase.  An original cash register receipt is required.
   2. Software, printer supplies, and all electronics are non-returnable.  Exchanges will be made if the merchandise is defective.
   3. Food, snacks, and beverages may be exchanged only if the merchandise is defective.

III. Book Buyback

1. Textbook buyback will be conducted during final exams of each semester.
2. Textbooks purchased through the campus store will be bought back during the first three (3) days of buyback.  Textbooks not purchased through the campus store may be sold back during the fourth and fifth day of buyback.
3. Fifty percent of the retail price of the textbook as listed in the Pacer Shoppe database will be given. This percentage is based on whether the book was purchased new or used and meets the following criteria:
   1. The textbook has been requested by the instructor for the upcoming semester.
   2. The book is in sellable condition; no broken cover, missing or torn pages, excessive highlighting or marking, offensive marks, stains, water damage, or missing CD.
   3. Loose leaf course materials, study guides, and texts that require online access codes are not resalable and are not eligible for buyback.
   4. The Pacer Shoppe will not buy back complimentary copies or stolen textbooks.

The Pacer Shoppe adheres to the USC System Policy that it is unethical for any faculty or staff member to sell examination or desk copies.

IV. Related Policies

V. Reason for Revision

Desk copies are now on hand for seven days. 

Budgeting

Number: ABUSF 109

Section: Finance & Administration

Subject: Budgeting

Date: March 1, 2010

Revised on:

Issued by: Budget Manager

Authorized by: Vice Chancellor for Finance and Administration

I. 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 Committee.

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

II.  Procedure

1. Upcoming Fiscal Year Budget
   1. 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.
   2. 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.
   3. 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.
   4. 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.
   5. June: Next fiscal year's budget is finalized when the appropriations bill is passed by the legislature.
2. Current Year Budget
   1. July: The current year line item budget is uploaded into the on-line accounting system and budgeting units are authorized to commit expenditure of current year operating budgets.
   2. 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 CBC gives input to the Chancellor as to where expense reductions should be made.
   3. 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.
   4. 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 Budget and Grants Office.
   5. 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.

III.     Related Policies

IV.     Reason for Revision

         Under annual review. 

Travel

Number: ABUSF 110

Section: Finance & Administration

Subject: Travel

Date: Revised Oct. 2013

Issued by: Vice Chancellor for Finance and Administration

Authorized by: Vice Chancellor for Finance and Administration

I. Policy

1. Travel is deemed to be official travel of the University when faculty and staff are away from the University for the purpose of conducting business of the University, attending professional meetings, special demonstration meetings and other related meetings. Expenses related to the cost of relocating/moving are not classified as travel (see BUSF 1.08). Students traveling as official representatives of the University and travel by sanctioned student organizations will be subject to the same policies and procedures as other University travelers. This policy is applicable to all travel, regardless of the source of funds used for reimbursement.
2. 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.
   1. Excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an assignment are not considered exercising prudence.
   2. Travel by commercial airlines will be in coach or tourist class except where exigencies require an exception.
   3. Transportation to and from business destinations 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 costs should be considered in addition to transportation costs.
3. Reimbursement of travel and subsistence expenses of individuals will vary depending upon the circumstances and conditions, including the extent of benefit expected to accrue to the individual and the University, along with the competing demands on available funds. The expenditure of funds from sources other than general fund appropriations is subject to the same limitations and policies applicable to the expenditure of appropriated funds.
   1. Each administrator shall determine 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. Financial arrangements may vary, from token University participation in the costs, up to the maximum travel and subsistence allowance applicable to regular official travel.
   3. 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 be reimbursed for the actual expenses incurred in obtaining meals except that such costs shall not exceed the maximum per day meal allowance (See II. J.1.). Meals that have been paid for as part of a conference registration will not normally be reimbursed.
4. Travel reimbursement for employees will be made via direct deposit to an employee's bank account.
   1. Employee travel reimbursements will be deposited into the bank account on file for payroll direct deposit. Employees should have a registered e-mail address on the VIP system to receive notification of deposit. See https://vip.sc.edu/.
   2. Non-employees and students will be mailed a check for travel reimbursements.
5. Travel reimbursements are processed bi-weekly via the accounting check write process; the days are usually Monday and Wednesday. Holidays, closing schedule, and technical difficulties may alter this schedule. Prior to processing the reimbursement, the Travel Authorization (TA) must be approved by department, Contract & Grant, or International Support, as applicable. Travel Reimbursement Vouchers (TRV), including TRVs for registration fees, take approximately five (5) business days to process.

II. Procedure

1. Expense Classification of Travel
   1. 52021 Non-USC Employee-Consultants, Lecturers, Other Expense category used only for travel associated with a person providing consultation, guest lecturers or other services for the University
   2. 52022 Student Travel Expense category used for student travel and student field trips
   3. 52023 Employment Interview Travel Expense category used only 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.
   4. 52024 USC Employee Travel Domestic Expense category used for travel associated with (1) professional meetings, conventions or seminars, (2) negotiations on grants, contracts and other legal matters and (3) other travel not specifically covered elsewhere.
   5. 52025 USC Employee Travel Foreign Expense category used for travel that is not within the United States, Canada or Puerto Rico.
2. Travel Authorization
   1. Individuals traveling on University business should do so only after submitting an approved Travel Authorization form to the Controller's Office through the USC Aiken Business Services Office. Individuals traveling on University business for which they will not be reimbursed do not have to file an authorization .
   2. Authorizations for travel by:
      1. faculty and professional staff are to be approved by the department head, chair, dean, Vice Chancellor  or designee as appropriate.
      2. academic department heads, chairs and directors are to be approved by the Vice Chancellor for Academic Affairs or the Chancellor.
      3. academic deans are to be approved by the office of the Vice Chancellor for Academic Affairs  or designee.
      4. vice chancellors and the deans are to be approved by the chancellor or designee.
      5. administrative department heads and directors are to be approved by the appropriate vice chancellor or designee.
      6. for Student Travel approval, see C  below.
   3. If the travel reimbursement is to be paid from funds of more than one department, all departments must approve the authorization.
   4. Approved Travel Authorization forms are to be forwarded to the Controller's Office immediately, at which time the expense will be committed against the account.
   5. Individuals who do repetitive travel for a fixed period of time, i.e., one semester or more, should file a "blanket" Travel Authorization for the estimated cost for the entire period. The Travel Reimbursement voucher(s), under an approved "blanket" Travel Authorization, should be forwarded to the Controller's Office through the appropriate administrative channel.
3. Travel and Subsistence Allowance for Students: Students traveling as official representatives of the University or sanctioned student organizations are subject to the same policies and procedures as University faculty and staff. Reimbursement may range from token financial support up to the maximum travel and subsistence allowance applicable to regular official travel.
   1. The Vice Chancellor for Student Affairs or designated representative must approve all student organization travel funded through or by Student Affairs.
   2. Other official University student travel will be treated the same as faculty and staff travel and must be approved by the department head, dean, or designee whose budget will be charged for the travel.
4. Group Travel
   1. Employee Travel- Domestic and Foreign: To comply with State reporting requirements, a separate Travel Authorization must be prepared for each individual in the group.
   2. Student Travel: More than one individual 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 reimbursed by the submission of a Travel Reimbursement voucher. If such an arrangement is not desirable, a separate Travel Authorization must be submitted for each traveler.
5. Method of Transportation: The method of transportation used by individuals will be the most practical and economical, with due consideration given to the time involved, extra meals, lodging costs and the mission to be accomplished.
   1. Travel under 500 miles round trip, insofar as it is practical, shall be by State owned vehicle.
   2. Travel in excess of 500 miles round trip should be by common carrier and preferably by air carrier because of the great savings in time over other types of conveyances.
   3. Travel over 500 miles round trip by private vehicle or State vehicle should normally not occur unless for extenuating circumstances.
6. Procurement of Common Carrier Tickets: If a common carrier is to be used, the individual should contact a University approved Travel Agency. Due to logistics, campuses outside of Columbia may use a local travel service and forward the invoice with a completed Travel Reimbursement Voucher to Columbia for payment. 
   
   To view University approved Travel Agencies, click on the highlighted text below:
   University Approved Travel Agencies
   1. The individual must furnish the Travel Authorization number, shown on the authorization form, to the travel agent. A Travel Authorization should be completed andapproved prior to the order being placed. The travel agency will then forward the tickets to the individual's campus office. The ticket will be charged to the University's Travel Department Diners Club account. If the approved Travel Authorization form has not been received in the Controller's Office at the time payment is required, the tickets will be charged to the individual's general departmental fund.
   2. If a ticket is purchased by an employee via any method other than an approved travel agency (i.e. Internet), the original passenger receipt should be attached to the Travel Reimbursement voucher. For an E-ticket, the traveler should include with the reimbursement voucher a printed copy of the confirmation and itinerary; or request a passenger receipt at the airline gate. Service fees charged on tickets for Faculty/Staff and Students by non-approved Travel Agencies are not reimbursable.
7. Special Rates
   1. Air Travel (Apex, Super-Saver, Excursion, Frequent Flyer, etc.) Often the airlines offer reduced rates on tickets, especially tickets for foreign travel, which could result in substantial savings to a University department. To take advantage of the reduced rates, travel plans must be made well in advance of the trip. It is strongly suggested that as it becomes apparent a trip will take place, contact should be made with one of the approved travel agencies to discuss reduced rate possibilities. Travelers should select air carriers based on costs and time criteria, not on whether frequent flyer premiums are given. Employees should ensure that frequent flyer premiums earned while traveling on University business be used to reduce the cost of subsequent business travel whenever possible.
   2. Hotels, Motels, Car Rental: Some hotels, motels and car rental agencies may give a special rate to University and State employees. Inquiries regarding these discounts should be made, and advantage taken of the lower rates, whenever offered. Some examples (but not limited to) are:
      
      

      h. Procurement of a State Vehicle for Travel

If a State vehicle is to be used, the traveler should reserve the car by contacting the USCA  Fleet Management Office. The request should be submitted as early as possible. Charges for the use of the vehicle will be made directly to the appropriate University account.

1. 1. Use of Private Vehicle

Under varying circumstances, it may be appropriate to use a personal vehicle. University policy encourages air carrier for travel in excess of 500 miles round trip. However, if a personal vehicle is used but a State vehicle is available, reimbursement rates are reduced to the lower rate. Generally, the University will not reimburse (regardless of the source of funds) for the use of a personal car within 10 miles of an employee's official headquarters and/or place of residence. However, when traveling to and from the airport for an out of town trip, mileage traveled in excess of normal commuting mileage is allowable. (See II. J.3 for reimbursement rates). If a privately owned vehicle is used on official University business and an accident occurs, the operator's insurance is responsible for payment up to the maximum liability. Afterwards, the University's insurance will pay up to the University's maximum liability. (See University Policy LESA 4.06.)

     j. Reimbursement:

A travel reimbursement voucher (TRV) needs to be properly completed and signed by the traveler attesting that the expenses incurred were valid. In rare cases where the traveler is not available to sign the TRV, written documentation must be provided designating another individual to complete and sign the TRV. Written documentation must accompany each individual TRV. The documentation should explain why the traveler is unable to sign and must be signed by the Department Head.

1. 1. Meals

1. In-State/Out of State Meals: When on travel status meals will be reimbursed based on time of departure and time of return up to the maximum allowance shown below. Receipts are not required. These rates are applicable to all sources of funds, Federal, State, etc.

Maximum meal allowances: 

Domestic Meals:      (*current rates subject to change)

A traveler may be reimbursed for actual food expenses incurred not to exceed $25.00 per day for travel within the State of South Carolina or $32.00 per day outside South Carolina.  Note that Canada and Puerto Rico are considered domestic travel. To determine the maximum amount that a traveler may be reimbursed, the following schedule/chart should be used:

*If it is an early-morning return from an overnight trip, this returning time can be ignored.

NOTE: If an individual on one-day travel (out-of-state) receives reimbursements for meals this amount is considered income and will be reported on a W-2 Form. One-day meal reimbursements are prohibited for in-state travel.

2. Non-employee meals (i.e interviewee, consultant, speaker, etc) are reimbursed at the meal rates as listed above. Only the meal for the non-employee is reimbursed through a TRV. Reimbursement for host/hostess meals should be processed via a DEV and follow procurement policies.

3. 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. When claiming reimbursement for actual expenses of meals that exceed the daily rate, receipts are required. Note: the rates listed include an amount for incidental charges. This amount cannot be included in the meal reimbursement request (See breakdown at http://www.state.gov/m/a/als/prdm/651.htm ) Incidental expenses must be accounted for under "other expenses" on the TRV). See daily rates at http://aoprals.state.gov/content.asp?content_id=184&menu_id=78 

    ii. Lodging

1. 1. 1. Actual hotel/motel cost will be reimbursed not to exceed $300.00 per day.
      2. Original itemized receipts for hotel or motel expenditures must be attached to the Travel Reimbursement voucher when the voucher is submitted for processing.
      3. Reimbursement will not be made for overnight accommodations within 50 miles of the traveler's official headquarters and/or place of residence.
      4. Prepayments - See Travel Advance

    iii. Transportation Expenses

1. 1. 1. Transportation will be paid in full at coach or tourist class rates.
      2. If a private vehicle is authorized the University will pay mileage or economy airfare whichever is less. Reimbursement per mile includes all expenses of vehicle operation including insurance and repairs.
         Mileage is reimbursed at the rate set by the State of SC. These rates are applicable for all sources of funds including Federal, State, etc. To view the current mileage rates visit Current Mileage rates.

    iv. Other Expenses

Any business expenses due to travel status other than those listed below, should be itemized on the Travel Authorization form. If the charges are not listed a memo of explanation and departmental approval must accompany the TRV. The following expenses may be reimbursed:

1. 1. 1. Conference and Registration fees. Receipts must be furnished. If the conference/registration fee includes meals, only in extenuating circumstances will additional reimbursement be made for those meals.
      2. Taxi/limousine service, car rental
      3. Parking fees - Receipts must be furnished. Reimbursement of fines will not be made for moving or non-moving violations.
      4. Telephone and Telegraph and Facsimile Receipts must be furnished. One brief personal telephone call per night is allowable - reimbursable up to $5.00 per day with proper documentation. Personal calls should be listed separately from business calls on the reimbursement voucher. Frequent travelers should contact Computer Services Business Office to receive a calling card.
      5. Drayage -Reimbursement will be made only when an employee flies into a major out-of-state city where there is no option concerning baggage or when traveler has heavy excess equipment needed for business purposes. Receipts must be furnished.
      6. Toll/gasoline charges

    v. Non-reimbursable expenses

1. 1. 1. gratuities
      2. supplies
      3. service fee for using non-approved Travel Agency
      4. USC Corporate Card transaction fee for ATM use
      5. copying charges
      6. membership dues 

    vi. Dependents Accompanying Employee

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

    vii. Foreign Currency

When claiming reimbursement for expenses that are in foreign currency, the Travel Reimbursement voucher should be completed in US dollars, and the rate of exchange should be documented.

     k. USC Corporate Card Program

Full time University employees who travel on University business and have an annual salary of over $15,000 are eligible to receive a USC corporate card. This program is intended to provide employees with a means of financing their official University travel and offers many advantages to both the employee and the University.

The corporate card is to be used only for University business travel expenses and the cardholder is responsible for making payments directly to Credit card company. Applications for the corporate card are available through the University Controller's Office.

      l. Travel Advance Funds

The University has a small travel advance fund for student travel from which up to 70 percent of the reimbursable subsistence, mileage and other expenses of a trip can be advanced. Applicable conditions are as follows:

1. 1. Employees
      1. A written request must be submitted to, and approved by, the USCA Business Services at least 10 business days before travel.
      2. Advances are issued for no more than 70% of daily subsistence as documented in the travel authorization.
   2. Students
      1. An approved Travel Authorization must be on file in the Controller's Office.
      2. Approved projected personal expenses and private automobile use, totaling $25 or more, must be scheduled for reimbursement to the person traveling.
      3. If more than one student is traveling on the same approved Travel Authorization, one student must be designated as custodian of the advance and required to complete the Travel Reimbursement voucher.
      4. The advance will be made to the traveler/custodian in person at the Business Services Office.
      5. The traveler should submit the Travel Reimbursement voucher within seven business days of return.
      6. Persons who violate the above procedure will not be eligible for future travel advances.

    m. Change in Approved Travel Plans

1. 1. Altered Plans
      If travel plans are altered from those previously submitted and approved, either a memorandum or e-mail which outlines the changes, references the original, Travel Authorization number and is approved by the authorizing official, or designee, OR a new Travel Authorization superseding the previously approved authorization must be submitted to the Controller's Office.
   2. Canceled Plans
      In order to cancel travel plans that were previously submitted and approved, a memorandum or e-mail noting the Travel Authorization number should be forwarded to the Controller's Office.
   3. Reason(s) for Change

III.  Related Policies

IV.  Reasons for Revision

      Annual Review

Cash Receipting

Number: ABUSF 111

Section: Finance & Administration

Subject: Cash Receipting

Date: March 1, 2010

Reviewed on: August 1, 2013

Issued by: Controller

Authorized by: Vice Chancellor for Finance & Administration

I. Policy

All monies for deposit to USC Aiken funds must be receipted by the Business Services Office. Departments receiving monies designated for the University of South Carolina Aiken are responsible for ensuring adequate  control procedures are in place to secure  proper collecting, receipting, reporting and reconciliation of coins, currency, checks, money orders and credit cards.

II. Procedure

USC Aiken departments receiving monies will use automated receipting or use a university receipt book to complete campus receipting transactions. Copies of theses receipts along with money are brought to the Business Services Office daily when the total amount on hand exceeds $50.00; but regardless of amount must be deposited with Business Services at least once a week. 

Receipt books are logged and issued to campus departments by the Business Service Office as part of the standard receipting process. 

Departments using automated or alternative receipting processes must meet University standards for internal and audit control. Any non standard process must be reviewed, documented, and authorized by the Business Services Office.

Voided receipts must be recorded and included in deposit information with Business Services.

Department representatives must obtain a Business Services Office receipt for all deposits to the Business Office.

Business Services will deposit funds at the designated bank daily in accordance with University and SC State Treasurer deposit requirements.

III.   Related Policies

IV.   Reason for Revision

Annual Review

Ticket Sales

Number: ABUSF 112

Section: Finance & Administration

Subject: Ticket Sales

Date: March 1, 2010

Reviewed on: August 1, 2013

Issued by: Vice Chancellor for Finance & Administration

Authorized by: Vice Chancellor for Finance & Administration

I. Policy

All tickets and monies derived from the sale of tickets for USC Aiken events where proceeds are deposited to any USC Aiken fund must be recorded, controlled and receipted by the Business Service Office.

II. Procedures 

For any campus functions or activities utilizing tickets except the Etherredge Center and Convocation Center tickets are to be logged in and out from the Business Services Office.

A log of sequentially numbered tickets will be maintained Business Services. Tickets will be signed in and out by the campus department.

A list indicating a name and address, ticket number (s) and ticket values, must be provided for any tickets issued as gratis. Students receiving free tickets must sign a log providing this information.

Money collected and tickets used must reconcile. Damaged and lost tickets must be accounted for.

Departments using automated or alternative ticketing and receipting processes must meet University standards for internal and audit control. Any non standard process must be reviewed, documented, and authorized by the Business Services Office.

Receipts for ticket sales are brought to the Business Services Office daily if total amount on hand exceeds $50.00 but regardless of amount must be deposited with Business Services at least once a week.( See also USCA Policy 307) Detailed receipting procedures are given in USC policy BUSF 4.10.

III.  Related Policies

IV.  Reason for Revision

      Annual review

Delayed Tuition Payment

Number: ABUSF 113

Section: Business & Finance

Subject: Tuition and fee payment plan (AKA deferred payment plan)

Date: January 3, 2001

Revised on: August 2010

Issued by: Vice Chancellor for Finance & Administration/CFO

I. Policy

USCA will make available a tuition and fee payment program for any student enrolled in at least 6 USC Aiken credits with a cumulative GPA of no less than 2.0 and in good financial standing with the University of South Carolina.

II. Procedure

1. The Tuition and Fee Payment Plan is available to students paying USCA tuition and fees who are enrolled in at least 6 hours of classes and have no less than a 2.0 grade point average. Exceptions may be made and are based upon the professional judgment of the Vice Chancellor for Business and Finance and / or the Director of Business Services.
2. Students must contact the Business Services Office in person and will generally not be allowed to delay payment of more than 60% of their total bill. Exceptions may be made and are based upon the professional judgment of the Vice Chancellor for Business and Finance and / or the Director of Business Services.
3. The Tuition and Fee Payment Plan fee is $75.00.
4. Initial payments for student with significant pending financial aid or other identified resources (i.e. delayed international wire transfers) may be less than 40 % of the balance and the administrative Payment fee of $75.00 may be waived. Any such initial payment adjustments or fee waivers are based on the professional judgment of the Vice Chancellor for Business and Finance, the Director of Business Services and / or Financial Aid Counselors. 
5. Withdrawing from the University or dropping courses may not reduce or cancel any amount the student owes on this agreement. The student agrees to pay USCA the balance due at the date of their withdrawal from the University.
6. Failure to pay the amount as agreed will prevent the student from registering for classes in future semesters or terms and will prevent the student from receiving an official transcript of their records until the entire amount is paid. The student may not be eligible for future USC Tuition and Fee Payment Plans.
7. Any financial aid funds which are received through the University prior to the above will be applied toward the payment of the agreement.  
8. A tuition and fee payment agreement may not be used by USCA faculty or staff in lieu of the available Employee tuition and fee payroll deduction plan.

Accounts Receivable Collection

Number: ABUSF 114

Section: Finance & Administration

Subject: Accounts Receivable Collection

Date: February 20, 2008

Issued by: Controller

Authorized by: Vice Chancellor for Finance & Administration

I. Policy

The Business Services Office is responsible for collection of all funds due and payable to the University of South Carolina Aiken. This office   will utilize all resources to assure that any receivables are collected without delay.

II.  Procedure

1. Returned Checks
   
   Upon receiving notice from our bank that a check was not honored by the makers' bank for any reason the Business Services Office immediately notifies the maker and student if applicable by telephone and by letter about the returned item. A fee is assessed in the amount of $30.00. The initial notice indicates that the item must be paid in ten business days or it will be referred to the Aiken County Solicitors Office
   
   Charges for the returned item plus the check return fee and records holds (diploma, Records, Registration)   immediately are added to the students' account if the original payment was made by or for a USCA student.  If the returned check charges relate to a non student, an account is created for the maker and the charges including the retuned check fee are added to accounts receivable.
   
   When a returned check for any amount greater than $10.00 remains unpaid after 15 - 20 business days it may be referred to the Aiken County Solicitors' Office for collection and prosecution. Additional fees may be added by the Solicitors Office.
   
   The Business Services Office should not accept payment for any check referred to the Solicitors Office for collection.
   
   Any returned items less than $10.00 will receive a second notice in writing.
   
   If the maker is able to provide evidence of banking error or financial hardship the Director may waive the returned check fee.
   
   
2. Parking Fines
   
   Parking tickets issued by campus police are provided to the Business Service Office.
   
   A file is maintained for all parking tickets.  Tickets are immediately are added to the students' account if the ticket is issued to a USCA student. Tickets not issued to identifiable students are recorded but not placed on accounts receivable.
   
   Parking Tickets placed on accounts receivable are billed monthly for six months or until paid. After one year, tickets are written off.
   
   Parking tickets are not referred to collection unless the ticket is in excess of $100.00 or the ticket and other charges are greater than $100.00.
   
   
3. Tuition Payment Plans (Deferred Payment)
   
   The Tuition and Fee Payment Plan requires three payments. The first payment is due upon initiating and signing the payment plan agreement. A second payment is generally due approximately 30 days after classes begin and the final payment is due approximately 60 days after classes begin.
   
   Students receive reminder notices of charges due 15 - 20 days before the final payment is due. Students receive notices 15 days after the final payment is due. Students are notified that records holds (diploma, Records, Registration) are added to the students' account.
   
   At the end of the semester or approximately 180 days after the plan initiation, students with unpaid balances are sent notices indicating that in ten days balances are subject to late fees of $5.00 per day retroactive to the initial due date up to $350.00.
   
   Late fees in the amount of $350.00 may be added to any account due over 90 days past the final payment date unless the student has negotiated an acceptable payment plan with the Director or designee. Students receive notices when late fees are added.
   
   Business Services sends 10 day letter to student indicating that account will be sent to collection agency and may  refer accounts to collection after   180 days with no activity.
   
   
4. Title IV and Other Receivables Due to Financial Aid Adjustments
   
   Immediately - Students receive notices explaining any charges added to accounts receivable generally from the Office of Financial Aid.
   
   30 - 60 Days - Business Services sends letters to students 30 days after the Financial Aid letter explaining the charges and requesting contact.
   
   60 - 90 Days - Business Services sends second letter
   
   90 - 180 Days - Business Services Sends third letter
   
   180+ Days - Business Services sends 10 day letter indicating that account will be sent to collection agency
   
   Students receive billing statements monthly from the university for 180 - 1
   
   
5. Miscellaneous Student Receivables
   
   Immediately - Students receive billing notices explaining any charges added to account
   
   30 - 60 Days - Business Services sends letters to students 30 days after initial billing explaining the charges and requesting contact.
   
   60 - 90 Days - Business Services sends second letter
   
   90 - 180 Days - Business Services Sends third letter
   
   180+ Days - Business Services sends 10 day letter indicating that account will be sent to collection agency
   
   Students receive billing statements monthly from the university for 180 days after charges are added to accounts
   
   
6. Miscellaneous Non Student Receivables
   
   Departments such as the Children's Center, Athletics, Etherredge Center, and Continuing Education may have receivables that are difficult to collect. Business Services will attempt to collect these items for 90 days after they are referred to our office.
   
   After 180 days these items may be referred to the collection agency.

III.  Related Policies

IV.  Reason for Revision

      Annual Review

Accounts Receivable / Allowance for Doubtful Accounts / Write-Offs

Number: ABUSF 115

Section: Finance & Administration

Subject: Accounts Receivable / Allowance for Doubtful Accounts / Write-Offs

Date: March 19, 2008

Reviewed on: August 1, 2013

Issued by: Vice Chancellor for Finance & Administration/CFO

Authorized by: Vice Chancellor for Finance & Administration/CFO

I. Policy

The campus (housing and general) allowances for doubtful accounts are reviewed annually by the Directors of Housing and Business Services and the Vice Chancellor for Business and Finance and may be adjusted based upon actual experience or anticipated losses. An allowance is established for housing separately from the general allowance for all other campus activities.

II. Procedure

All campus receivables are aged at least annually. Based upon this aging, accounts may be written off using the guidelines for write offs below:

The determined ADA adjustment and any current year write offs are submitted to the University Bursar for approval. 

Accounts including several categories (e.g. Tuition, Financial Aid and Parking), will be written off using guidelines for the longer period before write off.  (E.g. Account with Tuition, Financial Aid and Parking may be written off after two years)

Documentation for accounts written off is retained for at least seven years. Account Records are noted with the write off date.

Revolving Fund & Petty Cash

Number: ABUSF 116

Section: Business & Finance

Subject: Revolving Fund and Petty Cash

Date: August 6, 2001 (rev.)

Issued by: Vice Chancellor for Finance & Administration

I. Purpose

To describe the campus policy and procedures for students, staff and faculty to obtain on campus immediate reimbursement for out of pocket business expenses incurred on behalf of USCA .

II. Policy

USC Aiken will make available resources for urgent and necessary business expenses incurred on behalf of USC Aiken including but not limited to student activities, athletics; inter library fees, emergency student loans and student and employee travel advances.

III. Procedure

GENERAL

Employees and students should complete the PETTY CASH/ CASH ADVANCE RECEIPT FORM  (http://web.admin.sc.edu/control/forms/pc_adv_expense_form.pdf)  for petty cash requests of less than $50.00 and the Purchase Requisition for reimbursement requests greater than $50.00.  Bring the completed form to the Business Office (Finance Office) Room 114 Penland. There is a limit of $50.00 per day per person or $50.00 per day per fund. An ID may be required for reimbursement.

If, due to an on line purchase a receipt is not available, acceptable proof of payment includes credit card statement with itemized list of purchases or on line order confirmation indicating credit card payment.

Include original receipts and documentation for all expenditures submitted for reimbursement. Reimbursement requests must be submitted within a reasonable period (Not to exceed 60 days) after the expenses are incurred. Single expense transactions less than $5.00 except those incurred directly by students will not be reimbursed. A check from the Revolving Fund may be issued for documented advance requests or expense reimbursement requests less than $50.00 at the discretion of the Business Services Office or as identified in the procedures below.

Reimbursements may not be made to employees or students for payments to individuals or contractual services. See Policy: Paying Individuals for Services.

A check from the Revolving Fund may be issued for documented advance requests or expense reimbursement requests greater than $50.00 or other amounts less than $ 50.00 at the discretion of the Business Services Office when requests are approved by an authorized employee, include original receipts for all expenditures and presented within a reasonable period (Not to exceed 60 days) after the expenses are incurred.

Travel advances require an approved Travel Authorization and are submitted on a completed and approved Request for Travel Advance form.

Other requests for reimbursement are submitted with a Purchase Requisition and must include  receipts or proof of purchase which detail all purchases and list  a business purpose and include attendees with positions/ titles or organizations represented when appropriate. 

Employees and / or students may personally be charged for inappropriate, aged or inadequately documented expenses

Unique and extraordinary reimbursement requests are reviewed and authorized by the Vice Chancellor for Business and Finance or designee.

ATHLETICS

At least 2 business days in advance of a trip, employees should complete the Team Advance Request listing the trip date, and participants and submit the completed form to the Business Office (Finance Office) Room 114 Penland. Upon completing the trip, documentation is held in the Athletic Office for two fiscal years and shall include participants and receipts for travel expenses. Business Services will randomly audit the Athletic support documentation.

STUDENT ACTIVITIES

• Student Activity Reimbursement Advance
  • Complete a Purchase Requisition (PR) detailing a purchase or estimating the anticipated purchases
  • Obtain approval of the Student Activities Director, or the department head responsible for the  funding source and /or the Purchasing Director
  • Submit PR to Finance Office (Room 114 Penland)
  • Within 2 business days of the purchase, provide receipts supporting purchases and return any remaining funds to Finance Office.
  • Employees and / or students may personally be charged for aged undocumented expenses
• Student Activity Reimbursement
  • Complete a Purchase Requisition ( PR) detailing purchases
  • Attach documentation
  • Obtain approval of the Student Activities Director, or  the department head responsible for the funding source, and/ or the Purchasing Director
  • Purchasing Director will submit PR to Finance Office (Room 114 Penland)
  • Checks will be available within 1 business day

TRAVEL ADVANCES - EMPLOYEES

A completed and authorized Travel Authorization must be on file with the Business Services Office.

Submit a request for Travel advance to the Business Services Office at least 5 business days before the trip. If the advance request will exceed $2,000.00 please contact the Business Services Office at least 15 business days before the trip. Advances are issued for only 70% of the estimated subsistence / food and lodging. Payments for conference fees (or memberships and dues) must indicate why payment through accounts payable cannot be used.

TRAVEL ADVANCES - STUDENTS

A completed and authorized Travel Authorization must be on file . Submit a request for Travel advance to the Business Services Office at least 5 business days before the trip. If the advance request will exceeds $2,000.00 please contact the Business Services Office at least 15 business days before the trip.

The travel advance should be requested for food and lodging only. Advances for other expenses may be requested on a PR separately and are documented with receipts. Upon completing the trip, expenses must be documented, approved and submitted on the travel expense voucher.

MEALS

For meal reimbursements not incurred during travel, submit a Purchase Requisition including the business purpose of the meals and a list of attendees to Purchasing. You may provide the credit card receipt and an itemized list of the meals. Please note that A funds may not be generally used for meals.

LIBRARY

Submit a purchase requisition with the bills or other documentation to the Business Services Office for processing

POSTAGE

Submit a purchase requisition payable to the POSTMASTER to the Business Services Office for processing indicating why accounts payable cannot be used. Within 2 business days of the purchase, provide receipts supporting purchases to the Finance Office.

STUDENT EMERGENCY LOANS

Financial Aid submits documentation to Business Services Office for processing

CHANGE FUNDS

Change requests require  5 business days notice to Business Services. Individuals requesting change for special events must sign the appropriate forms. Change funds must be returned on the date indicated at sign out.

Etherredge Center Scheduling Policies

Number: ABUSF 117

Section: Business & Finance

Subject: Etherredge Center Scheduling Policies

Date: August 25, 2010

Issued by: Director of the Etherredge Center

Authorized by: Vice Chancellor for Finance & Administration/CFO

I. Purpose

The purpose of this scheduling policy is to establish priorities to maximize benefits and facility usage of the Etherredge Center, while balancing the needs and desires of the Etherredge Center sponsored programs, the Visual and Performing Arts department, the USCA academic needs, the Aiken community needs, and the overall impact on the USC Aiken system.

II. Priority order

1. Cultural Series - This series will be scheduled one year to 6 months before the beginning of the season in order to schedule cost effective entertainment. **
   
   
2. Visual and Performing Arts programs - Events that depend on academic schedules will be honored first unless prevented by special circumstances. Rehearsal times may be infringed upon for high profile events, but not during technical rehearsals. **
   
   Requests must be received 12 to 9 months in advance with confirmation sent no later than March 1 of preceding year.
   
   
3. Annual Recurring Community and University Events - All efforts will be made to accommodate the needs of major users of the facility as permitted. Priority 1 and 2 users and the economic impact to the University will be considered. (Examples: Oswald Writers Series, Heart Benefit, Aiken Symphony Guild Performances, etc.) **
   
   Requests may be submitted 12 to 9 months in advance with confirmation sent no later than March 1 of preceding year.
   
   
4. Non-recurring University Events- Events will be scheduled as the calendar permits. Requests may be submitted no more than 12 months ahead of the event with Etherredge Center confirmation sent no later than March 15 of the year preceding the event. Requests approved by the Chancellor's Administrative Group may lead to an exception. **
   
   
5. Community Events -- Events will be scheduled as the calendar permits. Contracts for these events will not be issued more than 12 months in advance except in special circumstances determined by the Chancellor's Administrative Group. **

** Note:  For activities which are considered to be competing for the same audience and/or ticket buyers (concerts, family shows, etc.,) the Etherredge Center Executive Director may maintain a waiting period before and after an existing event competing for essentially the same patrons.  The waiting period will be 30 to 60 days (industry standards) between events.  Furthermore, the Executive Director may at her/his own discretion, limit the number of competing activities presented during any given period.

All events must have a Production Meeting with the Etherredge Center Executive Director and Etherredge Center staff at least four weeks before the event.

Meal Expenses for Search Committees

Number: ABUSF 118

Section: Business & Finance

Subject: Meal Expenses for Search Committees

Date: August 25, 2010

Reviewed on: April 22, 2013

Issued by: Vice Chancellor for Finance & Administration/CFO

Authorized by: Vice Chancellor for Finance & Administration/CFO

I. Policy

In accordance with USC System Policy BUSF 7.05, appropriated funds (A funds)  may be used for reimbursement of meal expenses associated with a staff search conducted by a formal committee and for any full-time faculty search.  The following procedures apply:

1. A maximum of 3 faculty and/or staff may be reimbursed along with the search candidate. For faculty searches, one committee member plus candidate will be the norm for breakfast and two committee members plus the candidate for lunch and dinner.
2. A maximum of $40.00 per person (dinner) or $20.00 (breakfast) and $20.00 (lunch) will be reimbursed. This maximum pertains in all cases whether all A funds are used or a combination of A and R are used.
3. No alcohol should be included in meals. (Exceptions may be granted, but only if designated/private funds (never A funds) are identified and approval is sought from the Chancellor or appropriate Vice Chancellor prior to the time candidates are brought to campus.)
4. A maximum 20% server gratuity may be reimbursed with the suggested gratuity for prompt service being 15%.
5. An itemized meal receipt must be provided for each reimbursement.
6. A copy of the permission to search must accompany each request for reimbursement-(Form A1 for faculty and memo for staff positions). This permission must be signed by all the appropriate persons.
7. The reimbursement may be requested in one of two manners:
   1. For reimbursements over $50.00, a Purchase Requisition approved by the department head and accompanied by an itemized receipt (# 4) and a copy of the permission to search (#5) should be submitted to Campus Support Services for a check reimbursement.
   2. For reimbursements up to $50.00, a Petty Cash Voucher with the same guidelines as 6.a. may be submitted for cash reimbursement in the Business Services Office 

Contract Approval/Routing Form

Number: ABUSF 119

Contract Approval/Routing Form (CARF)