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Travel & Reimbursement

Travel Authorization (TA)

A Travel Authorization Form must be created and approved in People Soft prior to travel dates. It is recommended that the TA is created and submitted at least two weeks prior to any overnight travel. People Soft will not allow a TA with a past date to be submitted. This process should start early.

  •  TA's are needed for overnight travel for employees. This will differ for non-employees/students.
  • Approved reimbursements require original itemized receipts showing the payment method. If you used a debit/credit card, the last 4 numbers of that card must be listed on the receipt.
  • Reimbursements are paid to the named employee on the receipt.
  • Reimbursement for membership fees must have an approved justification memo from the Dean.
  • Lost/Damaged receipt: Please request an additional copy. If you cannot provide the receipt, you will need to attach a memo signed by yourself and the department head with explanation and record of payment (bank statement).
  • Personal vehicle: If the mileage is over 500 miles one way – 1000 roundtrip, it will need a comparison between driving vs flying. The lesser expense is reimbursed.
  • Please read the TA form instructions carefully, you can find those on the first page of the TA form.

Non-Employee, students, and interviewees must have a TA created on their behalf prior to travel allowing time for the approval/correction process. Once received by the coordinator, this process could take up to 30 days. This process should start early.

  • All must have a TA. This included students, speakers and visiting artist.
  • Approved reimbursements require original itemized receipts showing the payment method. If you used a debit/credit card, the last 4 numbers of that card must be listed on the receipt.
  • Reimbursements are paid to the person named on the receipt.
  • Travelers full name and home address needs to be added to the TA form.  
  • Lodging cost will be reimbursed up to the maximum base of $404.88 per day per person.
  • Reimbursement will not be made for overnight accommodations within 50 miles of the traveler’s official headquarters and/or place of residence.
  • Approved reimbursements require original itemized receipts showing the payment method. If you used a debit/credit card, the last 4 numbers of that card must be listed on the receipt.
  • Reimbursements are paid to the individual named on the receipt.
  • Reimbursements are paid to the named employee/individual on the receipt.
  • Reimbursement for membership fees must have an approved justification memo from the Dean. (Email is fine)
  • Lost/Damaged receipt: Please request an additional copy. If you cannot provide the receipt, you will need to attach a memo signed by yourself and the department head with an explanation and record of payment (bank statement).

Mileage

  • Mileage is reimbursed at the rate set by the State of SC. These rates are applicable for all source funds. The current mileage rate is 62.5 cents per mile.
  • If the mileage is over 500 miles one way – 1000 roundtrip, it will need a comparison between driving vs flying. The lesser expense is reimbursed.
  • 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.

Please see Policies and Procedures regarding the use of state vehicles.

Meals

For in state and out of state travel completed in one day, meals will NOT be reimbursed. Meals for trips that extend overnight will be reimbursed based on the time of departure and time of return. Please refer to the following table:

Time of Departure Time of Return Meal In - State Out - of - State
Before 6:30 am After 11:00 am Breakfast $8.00 $10.00
Before 11:00 am After 1:30 pm Lunch $10.00 $15.00
Before 5:15 pm After 8:30 pm Dinner $17.00 $25.00
All Day All Day All Meals $35.00 $50.00

Questions or Concerns

Karin Collins
Business Coordinator
Phone: 803-313-7004
Email: kcollins@email.sc.edu


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