"Personal Reimbursement for expenses exceeding $30", available in the AP Office SNGL 234 or from our Online Forms
Process:
Requesting a petty cash reimbursement
Form Needed:
"Authorization for Petty Cash for expenses less than $30" , available in the Accounts Payable Office, SNGL 234 or from our Online Forms
(Receipts and, if for food purchases, a Food Expense Justification Form is also required)
Process:
Requesting personal reimbursement for food expenses
Form Needed:
"Authorization for Petty Cash for expenses less than $30" or
"Personal Reimbursement for expenses exceeding $30"
Food Expense Justification Form, available in the AP Office SNGL 234 or from our Online Forms
Process:
Requesting a Purchase Order (PO) or Blanket PO
Form Needed:
Purchase Requisition
CONTACT PURCHASING DEPARTMENT FOR QUESTIONS RELATED TO POs
Process:
Requesting payment of an invoice for goods already received and items such as dues and subscriptions (when no PO was done)
Form Needed:
Direct Expenditure Voucher (DEV)
CONTACT PURCHASING DEPARTMENT FOR QUESTIONS RELATED TO DEVs
Process:
Requesting reimbursement for moving expenses
Form Needed:
"Authorization for Reimbursement of Relocation Expenses", available in the AP Office, SNGL 234
"Relocation Expense Reimbursement Form", available in the AP Office, SNGL 234
Can I pay an invoice for goods purchased and received if I did not submit a Purchase Requisition?
The amount must be $2,500.00 or less, including sales tax and shipping charges. If your purchase will exceed $2,500.00, a requisition must be submitted prior to making the purchase. Procurement regulations apply. For amounts up to $2,500.00, you can submit a Direct Expenditure Voucher (DEV), with the invoice attached, to Purchasing. No food purchases of any amount can be paid from a "10" or "21" account. Please contact Purchasing with questions
If I've had a Purchase Order generated, do I need to let anyone know when I receive the goods ordered?
If you receive the goods directly in your office instead of through the Receiving Department, you must notify Receiving in writing - e-mail is the most convenient method (Suzanne Beverly, beverly@coastal.edu) that you have the goods. They must be "accepted" in the computer system before AP can pay the bill. If the goods come to you through the Receiving Office, no notification is necessary.
Must I have an original receipt(s) when I request reimbursement for goods/supplies I have purchased for the University?
Yes, you must attach original receipts to the reimbursement form. Reimbursement requests for less than $30 can be submitted to Accounts Payable and received from Petty Cash. Reimbursements for more than $30 are submitted to AP and are processed for a check write.
How long does it take to receive a personal reimbursement?
Petty cash reimbursements are immediate. Check reimbursements are processed within 7 - 10 working days from receipt of the request.
Who must approve personal reimbursements?
Petty Cash and Personal Reimbursement forms must be signed by the Budget Officer for the account to be charged.
Can I sign my own Personal Reimbursement form?
Yes, but only if you are the budget officer for that account.
Can I pay for food from a "10" account?
Generally, food and beverage expenses are not allowed in 10-funds. There are certain exceptions, such as Commencement or Recognition activities, meals for individuals while in travel status, Board of Trustees activities, candidate interviews, University sponsored student activities, and other special uses as approved by the President.
When do I need to complete a Food Expense Justification Form?
You must complete a Food Expense Justification Form anytime you are requesting reimbursement for food (meals or food purchased for meetings, etc.).
How do I complete a Food Expense Justification Form?
You must complete the top section of the form, then list all individuals who attended the event. The budget officer signs as Cost Center Director or if the expense has been authorized by an Executive Officer (President, Executive Vice-President, or Provost) for payment from an account for which he/she is the budget officer, he/she must sign as Executive Officer.
How do I pay Aramark when I have food catered?
You should complete a Food Expense Justification Form, available on the CCU website, print it, obtain approval signatures and forward it to Aramark. They will submit it to AP for payment.
What do I do with a packing slip that I receive?
Send any packing slip that you receive to the AP Office. Please sign and date the packing slip to indicate your approval to pay.
What if items I receive are different from those listed on my Purchase Order (more than I ordered of one or more items OR a different item that was not listed)?
AP can add line items to an existing PO but they must have the orderer's approval to do so. You should notify AP via e-mail if you wish to keep the items you received. If you do not intend to keep them, you must send them to Purchasing for return to the vendor so a new invoice will be issued to AP.
Can I reimburse moving expenses to a new employee?
Yes, you can reimburse a new employee for moving expenses as long as the following procedures are followed:
• The amount of the moving expense reimbursement allowed must be approved by the President or his designee during the hiring process and should be stated in the new employee's offer letter.
• Once the move has occurred, an Authorization for Reimbursement of Relocation Expenses form and a Relocation Expense Reimbursement form should be completed and submitted to the Accounts Payable Office along with original moving expense receipts.
What are acceptable moving expenses?
Qualified Moving Expenses:
• Moving of household goods and personal effects from former residence to new.
• Cost of lodging during the move from the former residence to the new.
• Shipping charges for cars and pets.
• Mileage reimbursement (at current IRS moving reimbursement rate) or gas receipts during dates of move.
Non-qualified Moving Expenses:
• Meal Expenses
• Temporary Living Expenses
• Pre-move house hunting (after accepting employment)
• Loss on sale of home
• Home improvements
• Security deposits
• Early termination of lease agreement fee
• Expenses related to changing of address
• Rental of Storage Units
How do I access Foundation or Commission funds for an expenditure?
You should use your regular University account and regular University forms. Neither Purchasing, AP nor Human Resources can enter a Foundation or Commission account number into our payment system. You should then process the proper Foundation or Commission form to reimburse your University account for the expenditure. Wait until the purchase has been posted to your account so that you know the actual total to be reimbursed, including any sales tax, shipping, etc. Provide a copy of the Purchase Requisition, DEV, PAF, etc. Reimbursements can be done on an item basis, or you can request them periodically when several CEF or HCHEC funded purchases have been made.
Exceptions:
If Foundation or Commission funds are free of restrictions and your planned expenditure cannot pass state procurement requirements, you have two choices. You may use a 19-account and reimburse it with Foundation or Commission funds, as detailed above. Or you may make the purchase directly from Foundation or Commission funds by submitting an invoice accompanied by the appropriate form.
Can I pay an individual for services and request reimbursement on a "Personal Reimbursement for expenses exceeding $30"?
NO, ANY PAYMENT FOR SERVICES RENDERED, HONORIA, SPEAKING FEES, ETC., MUST BE PAID THROUGH PAYROLL OR AP. In all instances, appropriate paperwork must be prepared and HR or AP procedures must be followed. See section "Payments to Individuals."
Where do I get reimbursed if I lose money in a vending machine?
You can get your money back from the following locations:
• Virginia Altman,SNGL 234
• Sherry Crawford, EHFA 201
• Pat Porpiglia, Waccamaw Hall 129
• Kathy Caulfield, Wall 124A
Travel Authorization (TA), available in Accounts Payable (AP) Office, SNGL 234 or Campus Supply
Travel Reimbursement Voucher, available in AP Office, SNGL 234 or from our Online Forms
Individual Cash Advance Request, available in AP Office, SNGL 234 or from our Online Forms
Who completes the Travel Authorization (TA) form?
The traveler should complete the TA and have his/her supervisor sign it.
When and where should I turn in my TA?
You should submit your TA to the AP Office, SNGL 234, as soon as your travel plans are approved.
What is a blanket TA and when is it used?
A blanket TA is completed in the same way as a TA for a specific trip. However, the dates are usually 07/01 through 06/30 for travel within a designated area (for example, in South Carolina or in North and South Carolina). Reimbursement vouchers are submitted against the Blanket TA for any travel expenses incurred while traveling in the designated area(s) during the fiscal year. A new Blanket TA must be completed each fiscal year. Employees who are required to travel within the designated area(s) often during the year normally use the blanket.
If I am the budget officer on an account, can I sign my own TA?
No, your supervisor must always sign your TA.
Can I order an airline ticket and charge it to CCU's Diners Club account?
Yes, you can, BUT ONLY after your TA has been received in AP. You must give the Travel Agency your TA number or use the default account with Orbitz for business.
Can I pay for an airline ticket with my CCU Visa (Procurement Card)?
Yes, you can. You MUST contact the P-Card contact in Purchasing to change the object code from 5501 (xx-xxxx-5501) to 5403 (xx-xxxx-5403). You must also complete a TA and submit your travel itinerary to the AP Office.
Can I use my P-Card for any travel expenses other than airline tickets?
Yes. Conference registration fees not to include hotel charges. (See below "Making Payments While Traveling.")
Do I have to use a particular travel agency?
No, but you must provide any travel agency you use with a TA number (after the TA has been submitted to AP).
Do I have to use Orbitz for Business?
No, but it is more economical than using travel agencies.
Can I order an airline ticket over the Internet?
Yes, you can. However, for reimbursement, you must submit a copy of your itinerary, which also shows a credit card payment was made.
If I want AP to pay a registration fee in advance, do I have to ask them to do that?
No, if a completed registration form is attached to your TA, the AP staff will automatically mail in the form with a check. Note: If the deadline for early payment has passed, AP will pay the higher registration fee UNLESS you put a note on the form that you have contacted the conference contact person and they will accept the lower fee after the deadline.
Are travel procedures different if I'm taking a group on a trip?
The procedures are not different but sometimes it gets more complicated than an individual's travel. Please call Virginia Altman at extension 2185 if you are planning to take a group on a trip. It's much easier for all involved if you work things out ahead of time instead of trying to "fix" them after the fact.
Can I use my CCU Procurement Visa Card for travel?
No, you cannot use the Procurement card; however, Corporate Bank of America Visa Cards are available to all employees. The employee is responsible for all charges but approved travel expenses will be reimbursed. If the Travel Reimbursement Voucher is submitted in a timely manner after returning from a trip, the employee will have been reimbursed by the time he/she is billed for the trip.
Can I get a cash advance if I have submitted a TA for a University trip?
Yes, you can get a cash advance for up to 80% of the total expenses listed on your TA (not including any pre-paid expenses such as registration fees). You must complete an Individual Cash Advance Request, have it signed by the Budget Officer for that account and submit it to the AP Office. However, it is preferable for the employee to use a Corporate Bank of America Card or personal credit card.
How do I get a Bank of America Visa Card?
Complete an application (available in the AP Office or on the AP webpage) and you should receive it within 2 weeks.
Can I have a hotel direct bill CCU for my stay?
Yes, you should notify the AP Supervisor and ask her to send the hotel an authorization to direct bill for room charges and tax charges for your stay. However, the hotel must agree to direct bill us-we cannot do anything about it if they refuse to do so.
Making Payments while Traveling
Can I use my CCU Procurement Visa Card for travel?
No, you cannot use the Procurement card; however, Corporate Bank of America Visa Cards are available to all employees. The employee is responsible for all charges but approved travel expenses will be reimbursed. If the Travel Reimbursement Voucher is submitted in a timely manner after returning from a trip, the employee will have been reimbursed by the time he/she is billed for the trip.
Filing for Reimbursement upon Return
When should I submit a Travel Reimbursement Voucher?
You should submit a voucher as soon as you return from the trip.
Who completes the Travel Reimbursement Voucher?
The traveler completes the Travel Reimbursement Voucher.
Up to $25 per day for in-state travel
Up to $32 per day for out-of-state travel
Federal per diem rates for out-of-country travel (these can be obtained from the AP office)
Will I get reimbursed for breakfast if I leave home at 8:00 AM?
To determine reimbursement for meals, the following table is used: Departure times:
To qualify for breakfast, you must depart before 6:30 AM.
To qualify for lunch, you must depart before 11:00 AM.
To qualify for dinner, you must depart before 5:15 PM.
Return times:
To qualify for breakfast, you must return after 11:00 AM.
To qualify for lunch, you must return after 1:30 PM.
To qualify for dinner, you must return after 8:30 PM.
Can I get reimbursed for meals if they are provided at the conference that I am attending?
No, if meals are provided at the conference, their cost is included in the registration fee and the employee cannot claim reimbursement. For the day(s) meals are provided, the appropriate amount for the meal (ex. $9.00 for lunch for out-of-state travel) must be subtracted from the allowable reimbursement for that day.
Can I get reimbursed for meals if I am not away overnight?
No, you cannot get reimbursed for meals on one-day travel.
Can I get reimbursed for someone else's travel expenses if I actually paid the bills?
Yes, your name should go at the top of the Travel Reimbursement Voucher but the traveler (named on the TA) must sign the Voucher (this gives his approval for the reimbursement check to be paid to the person named at the top of the Voucher).
Do I have to break down my travel expenses day by day on the Travel Reimbursement Voucher?
Yes, this has to be done to ensure that we do not reimburse more than the daily maximum each day during your trip.
Is there a maximum daily allowance for hotels?
No, but moderately priced accommodations must be requested when a choice is available. Employees should request a state or government rate. Lodging expenses are reimbursable at the single room rate. Rates over $300 per night must be approved by the President.
For what expenses must I provide receipts?
Receipts must be provided for lodging but not for meals. Receipts must be provided for other approved expenses (taxi, bus, tolls, long distance calls, etc.) except when taxi fares do not exceed $25.00 or parking fees do not exceed $5.00. If taxi fares are greater than $25.00 or parking fees are greater than $5.00, receipts must be provided. One telephone call home per day may be reimbursed.
Currently, reimbursement for personal automobile mileage is 46.5 cents per mile.
How long does it take to process a Travel Reimbursement Voucher?
AP processes all payments within 7-10 working days from receipt of voucher. This is assuming the TA has been completed (correctly) prior to the trip and the voucher is submitted timely and is correct.
Can I get reimbursed for gratuities and porterage tips?
No, tips are not reimbursable expenses for state employees. In cases where travel is to large out-of-state cities where carrying your own luggage is not an option, reasonable tips may be reimbursed. Also, if you must carry heavy, excess equipment needed to conduct official University business, reasonable tips may be reimbursed. Either of these exceptions must be documented and attached to the voucher.
