The purpose of the procedures in this chapter is to provide information regarding the authority, policies, regulations and procedures governing official travel for MUSC employees.
It is the policy of the Medical University of South Carolina to administer employee travel as efficiently and economically as possible. Therefore, the procedures in this chapter are geared toward the processing of travel payments only once per trip. A process to prepay airfare or registration charges has been established using the University Purchasing Card. Under special circumstances and strict guidelines, travel advances may be provided. All other charges must be incurred by the traveler and reimbursed after completion of the trip. The preferred method of administering travel costs is through the reimbursement of actual employee expenses via the Travel Reimbursement Voucher form.General Guidelines
The Medical University of South Carolina (MUSC), as an agency of the State of South Carolina, is subject to the travel guidelines set by the State Budget and Control Board.
The policies and procedures set forth in the travel statements apply to reimbursements from state and sponsored funds, unless the sponsored agreement states otherwise. In cases where an individual's travel itinerary may conflict with guidelines herein, it is requested that the Accounts Payable Office be notified in advance to avoid any delays in reimbursement upon return from trip.
Travel is contingent upon the availability of funds.
Employees who travel are entitled to reimbursement for reasonable, necessary and allowable expenses incurred. Additional expenses incurred for personal preferences or convenience are the responsibility of the employee.
Travel reimbursements for consultants and for-profit entities charged to a sponsored project, please reference GCA policy 4-3.11.1
Questions regarding travel policies and procedures should be directed to the Accounts Payable Department (792-3058).
In the case of a dispute of reimbursable expenses, the Vice President for Finance and Administration will make the final decision on what expenses are allowable.
Without exception, employees who are in degree-seeking status will not be allowed reimbursement of travel-related expenses (meals, mileage, etc.) connected with their enrollment in and attendance at for-credit classes taken at any institution of higher learning.