| Process: | | Requesting a petty cash reimbursement | | Form Needed: | | "Personal Reimbursement" form, available in the Accounts Payable Office, SNGL 128 or from our Online Forms
(Receipts and, if for food purchases, a Food Expense Justification form is also required) |
| Process: | | Requesting reimbursement for moving expenses | | Form Needed: | | "Authorization for Reimbursement of Relocation Expenses", available in the AP Office, SNGL 128
"Relocation Expense Reimbursement Form", available in the AP Office, SNGL 128
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| | 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.
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| | How do I complete a Food Expense Pre-Approval 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.
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| | 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.
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| | 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
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| | How do I access Foundation funds for an expenditure? | You should charge the expense to your regular University account number and submit on regular University forms. Neither AP nor Purchasing can enter a Foundation account number into our payment system. Your University account will be reimbursed by the Foundation.
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| | Process: | | University Travel | | Form Needed: | | Travel Authorization (TA), available in Accounts Payable (AP) Office, SNGL 128 or from our OnlineForms
Travel Reimbursement Voucher, available in AP Office, SNGL 128 or from our Online Forms
Individual Cash Advance Request, available in AP Office, SNGL 128 or from our Online Forms |
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| | 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 TA.
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| | If I want AP to pay a registration fee in advance, do I have to ask them to do that? | No, if you check registration to be prepaid on the TA form and 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. Registrations should be paid with your procurement card if accepted by the vendor.
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| | 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.
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| | Can I use my CCU Procurement Visa Card for travel? | No, you can not use the Procurement card for travel expense except for airfare and registrations; 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.
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| | 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 Travel Card.
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| | 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 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.
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| | 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.
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| | 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.
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| | For what expenses must I provide receipts? | Receipts must be provided for lodging and meals. Meal receipts are not required if claiming the per diem. 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. Telephone calls for official business are allowed. Personal telephone calls are allowed if charges are kept to a reasonable amount.
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| | What rate is used for mileage reimbursement? | The standard business mileage rate, as established bu the IRS, is 56.5 cents per mile. Reimbursement for personal automobile mileage is $.04 per mile less than the standard business mileage rate per mile when electing to use your personal vehicle instead of a University-provided (rental) vehicle.
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| | 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.
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