Travel Expense Overview

• Only those expenses directly related to official business are subject to reimbursement.
• Mileage between the employee's home and his or her place of employment is not subject to reimbursement.
• When attending a conference, a conference agenda must be included with the Travel Reimbursement documentation. Reimbursement will not be allowed for any meals provided by the conference. Exceptions for individuals with special dietary requirements may be made. In these cases, please contact the Accounts Payable Office before completing the Travel Reimbursement form. 
• Unless renting a vehicle after arriving at the destination, the company awarded the contract by Purchasing must be used when renting vehicles.
• Transportation to and from the destination should be accomplished by the most economical method.
• Candidate's meals are allowed within the limitations applicable to State employees, whether paid from State-appropriated, federal or other funds. (See Per Diem Rates below)
• Consultants and volunteers are paid within the limitations applicable to State employees.
• Employees must be in travel status more than 10 miles from the residence and/or headquarters to be reimbursed meals.
• The amount reimbursed for meals from one day travel (not overnight travel) is considered income and will be reported on a W-2 Form.
• Employee must travel more than 50 miles from the residence and/or headquarters to the destination location for lodging to be paid.
• Effective January 1, 2023, the current mileage rate is $0.615 regardless of the funding source.
• Meals may be covered when employees are required to attend statewide, regional or district meetings within the area where the employee is headquartered when at least 75% of those attending the meeting are employees of other agencies or outside organizations.  Meetings of boards, commissions and committees are not considered statewide, regional or district meetings.
• Receipts for all expenditures, except taxis and meals, must be attached to the voucher.
• Meals will be reimbursed according to the following time schedule:

				AMOUNT PER MEAL
	If Departure Time is:		If Return Time is:	In-State Maximum  $35/day	Out-of-State Maximum  $50/day
1.	Before 6:30 AM	1.	After 11:00 AM	$8.00	$10.00
		2.	After 1:30 PM (Lunch)	$10.00	$15.00
		3.	After 8:30 PM (Supper)	$17.00	$25.00
2.	6:30 AM or after and before 11:00 AM	1.	After 1:30 PM (Lunch	$10.00	$15.00
		2.	After 8:30 PM	$17.00	$25.00
3.	11:00 AM or after and before 5:15 PM	1.	After 8:30 PM (Supper)	$17.00	$25.00

 

• Moving expenses (XLS - 51.0K) will be allowed for the following:
  • New employee's prior place of residence must be outside the State of South Carolina.
  • Maximum payment in any instance may not exceed $5,000.
  • Meals are not reimbursable when traveling to your new home.
    
• Athletics or other student contests, activities of student organizations and operations of canteens and bookstores may fund the following:
  • Scholarships and Student Awards
  • Departmental, Interdepartmental and Divisional business meetings
  • Events for recognition/appreciation of employees