Policy revised and implemented in 2026
Employee reimbursements are the exception and not the norm. Any expenditure for which the employee wishes to be reimbursed must receive preapproval from the department head before the purchase is made. This includes all categories of expenses using any funding source for any department (college, school, sequence, foundations, or research funds).
All expenses, including equipment and software, will be routed to the appropriate director or assistant dean for approval. Equipment and software requests will require additional approval from CIC IT. See workflow for details. Please note that all equipment, regardless of funding source, is the property of the university and will remain in the event of separation.
Requests should be submitted to the link below and will be reviewed and returned to the requestor as quickly as possible. All reimbursement requests must be accompanied by an approved expense request form.
Any reimbursement requests submitted without this form will not be approved.
Timely Submission of Reimbursement Requests
To comply with the IRS 60-day safe-harbor rule and university procedures, employees must submit reimbursement expense reports and supporting documentation within 60 days of the date an expense is incurred. For travel, expense reports must be submitted within 60 days after the end of the trip.
Expenses submitted after the 60-day period will be treated as taxable income to the employee, subject to applicable tax withholding and reporting on the employee’s Form W-2. Timely submission remains the responsibility of the employee being reimbursed, even when another individual assists with preparation or submission of the report.
Computer Hardware
•Computer hardware should be purchased by CIC IT with no exception •NOTE: this includes
ALL Apple products
•Please submit request in writing to Pierre d'Autel (PIERRED@mailbox.sc.edu)
Computer Software
•NOTE: List of software available through UofSC IT: https://my.sc.edu/software/ •College
Zoom membership available, contact Jeff Salter (JCSALTER@mailbox.sc.edu)
•P-Card: no
•Payment Request: with invoice
•Employee Reimbursement: if invoice is unavailable, must be preapproved by CIC IT
and Department Head
Food or Catering
•NOTE: All food orders $500 and over must use university contracted vendor (Aramark)
•P-Card: no
•Payment Request: with invoice or direct bill (Marcos, Moe's, DiPrato's, Papa Johns, Carolina Cafe)
•Employee Reimbursement: if invoice is unavailable, must be preapproved by Department
Head
Supplies
•NOTE: Includes office and educational supplies (i.e. textbooks)
•P-Card: yes
•Payment Request: with invoice
•Employee Reimbursement: not preferred
Non-Travel Registration
•P-Card: yes (unless food is included)
•Payment Request: with invoice
•Employee Reimbursement: not preferred
Professional Memberships
•NOTE: Provide justification memo stating how membership is reasonable, justifiable,
and necessary to benefit the university and not just the individual.
•P-Card: yes
•Payment Request: with invoice •Employee Reimbursement: not preferred
Subscriptions
•P-Card: yes
•Payment Request: with invoice •Employee Reimbursement: not preferred
Entry Fees (Employee and Student)
•P-Card: no
•Payment Request: with invoice
•Employee Reimbursement: if invoice is unavailable, must be preapproved by Department
Head
Gift Cards
•Gift cards may only be purchased via business expense cards issued by the Controller's
office. Please contact Kara Law for details.
•GIFT CARD PURCHASES CANNOT BE REIMBURSED UNDER ANY CIRCUMSTANCES.
Note: The above methods apply to university accounts only. Purchases from Foundation accounts require invoice or reimbursement (preapproval is still required).