Winthrop University will ensure compliance with all travel guidelines and procedures as governed by Federal and State travel regulations as it pertains to the reimbursement of employee and student travel expenditures.
Most Important Information BEFORE you travel:
The Travel Authorization Form must be completed, signed and delivered to Accounts Payable (125 Tillman Hall) at least 7 days before travel is to begin.
If applicable, the Travel Advance Request Form must also be completed, signed, and delivered to Accounts Payable (125 Tillman Hall) at least 10 days before amount is to be paid.
This requirement applies to faculty, staff, and students, including athletic team travel. Applicable expenses include meals, mileage, lodging, rental cars, airline, parking, registration, etc. The Travel Authorization Form must be completed for any travel expenses regardless of amount.
Travel that leverages grant funding must be approved by the grants office. E-mail Deborah Broome at broomed@winthrop.edu
International travel must be approved by the President.
Employees will not be reimbursed for travel that was not approved prior to incurring travel-related costs. Employees who financially obligate the university by making travel arrangements without proper approval may be disciplined and may be responsible for repayment of any associated financial costs.
Most Important Information AFTER you travel:
The Travel Reimbursement Form should be delivered to AP promptly after returning from travel. The Travel Authorization Form and Travel Advance Request Form (if applicable) must be sent with the Travel Reimbursement Form. Forms must be delivered to Accounts Payable (125 Tillman Hall) for processing and reimbursement.
Additional Information:
Employee must travel more than 50 miles from the residence and/or headquarters to the destination location for lodging to be paid.
Employees must be in travel status more than 10 miles from the residence and/or headquarters to be reimbursed meals.
Expenses related to the use of your personal vehicle may be reimbursed base either by miles or actual costs (fuel, etc.), but not both.
The State of South Carolina dictates per diems for meals and mileage. (See rates here)
The current mileage rate is $0.63 per mile.
Meals per diem is currently broken out 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 | ||
| Before 6:30 AM | After 11:00 AM | $8.00 | $10.00 | ||
| After 1:30 PM (Lunch) | $10.00 | $15.00 | |||
| After 8:30 PM (Supper) | $17.00 | $25.00 | |||
| 6:30 AM or after and before 11:00 AM | After 1:30 PM (Lunch | $10.00 | $15.00 | ||
| After 8:30 PM | $17.00 | $25.00 | |||
| 11:00 AM or after and before 5:15 PM | After 8:30 PM (Supper) | $17.00 | $25.00 | ||
Feedback Requested:
Travel guidelines and travel-related processes are in the process of being updated. Please share feedback with the AVP for Fiscal Services / Controller here: lewisj@winthrop.edu
