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 .

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.

PROCEDURES:

 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.

PROCEDURE

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.