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FREQUENTLY ASKED QUESTIONS
All Invoices,except credit card orders, are to be forwarded to:
1600 Hampton St., 6th Floor
Columbia, SC 29208
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You charge the other department via an IIT (Intra-Institutional Transfer, also known as a RQ). An IIT is a form of payment used between two University departments. IIT forms can be requested directly from Sally Gleaton of the Controller’s Office. Sally can be reached at 777-2602, Sally.Gleaton@sc.edu. When filling out an IIT your department is the servicing department and the other department is the requesting department.
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An International Payment Form is to be requested from Clara Snider, Clara.Snider@sc.edu .
Further instructions are given upon issuance of the form.
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Petty Cash Vouchers can be obtained by contacting Sally Gleaton in the Controller’s Office. Sally can be reached at 777-2602, Sally.Gleaton@sc.edu.
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You primary contact is Steve Davis. Steve can be reached at 777-2113, Steve.Davis@sc.edu.
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You can go to the purchasing home page, and select Purchasing Card - Policies and Procedures http://purchasing.sc.edu/eagls.html. Go the the section on taxes http://purchasing.sc.edu/taxissues.htm; there is a listing of taxable and non-taxable purchases. If the section still does not answer your question, you may contact Clara Snider of the Controller’s Office, Clara.Snider@sc.edu.
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Contact either Clara Snider, Clara.Snider@sc.edu, or Sherrie Cook, Sherrie@sc.edu.
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If the check is against a Travel Authorization (TA), you need to contact Annette Jordan, Annette.Jordan@sc.edu, before the check is cut.
If the check is to be written to a vendor, you can contact Clara Snider, Clara.Snider@sc.edu .
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All checks are disbursed from the Petigru College (on the corner of Pickens and Greene St.) in the Office of Financial Services.
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The receiving report is copies 7 and 8 of the purchase order (a new purchase order is a 10 part form).
If your departmental shipment has been arranged to be delivered directly to Consolidated Services, both copies 7 and 8 of the receiving report are sent to consolidated services ( and not to your department). System campuses also receive both copies.
However, if the goods are to be delivered directly to your department, purchasing sends the green and white copies to you (along with the blue requisitionee file copy).
If all the requisitioned goods/services are received complete in your department, the bottom of the receiving report must have an authorized signature. The exact date the goods/services were received should be indicated on the form and NOT the current date. Indicating the exact date will allow Accounts Payable to classify the expense in the correct fiscal year.
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Receiving reports are to be forwarded immediately to Accounts Payable upon receipt and verification of the shipment.
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- A supervisory official makes a written request to the University Controller or Director of Contract & Grant Accounting with the following criteria for an advance to be established.
- State the purpose for which the cash advance is to be used and attach a copy of the grant or contract document which provides for this type activity (if applicable).
- State why standard purchasing procedures are inadequate for that use.
- State that in your opinion the cash advance being requested and the level requested is necessary.
- When approved by the Controller or the Director of Contract & Grant Accounting, a Direct Expenditure Voucher (DEV) will be processed and recorded on the General Ledger, the custodian's name is recorded in the Controller's Office or in Contract & Grant Accounting.
- The established amount of the advance is limited to the cash requirements for a short period of time (A period normally not to exceed 90 days but in no case to exceed one year).
- If the need for the advance ceases to exist, the fund is handled improperly, or not handled in accordance to the written policies and procedures, it will be removed.
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- A supervisory official makes a written request to the University Controller with the following criteria for fund to be established.
- State the purpose for which the petty cash fund is to be used.
- State why standard purchasing procedures are inadequate for that use.
- State that in your opinion the petty cash fund being requested and the level requested is necessary.
- When the approval is granted thru the State Auditor's Office the DEV is processed and recorded, on the General Ledger, and the custodian's name is recorded in the Controller's Office.
- If the need for the petty cash fund ceases to exist, the fund is handled improperly, or not handled in accordance to the written policies and procedures, it will be removed.
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IDTs (Inter-Departmental Transfers) are a State of South Carolina Financial Transaction. They are used as a form of payment between state agencies used in place of writing a check.
State agencies use an inter-departmental transfer of funds, through the State Comptroller General's Office, when one State agency charges another State agency for goods or services provided. The amount must exceed $1000.00 to qualify for an IDT.
This is not to be confused with the IIT which is used at USC when one USC department charges another USC department for goods or services provided.
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A scholarship/stipend is generally an amount paid for the benefit of a student at an educational institution to aid in the pursuit of studies.
The Student may be an undergraduate or graduate.
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DEPS is short for Direct Expenditure for Personal Service . In accounts payable, DEPS forms are processed primarily for honorarium payments and royalty payments.
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An honorarium payment is a payment made to an individual where there was not a contractual payment agreement between the parties.
For Example, If a faculty member invites a guest lecturer (an old buddy) to speak and the lecturer does not charge a fee.
Additional Notes on Honorarium Payments:
- Object code 51440 should be used if the site of service is within the United States.
- Object code 51439 – Service outside the U.S.
- IN lieu of a DEPS form, A DEV is also acceptable (and preferred method).
- You are not required to send honorarium payments to payroll.
- Under normal circumstances, an employee should never receive an honorarium payment.
- Employees are paid via the Payroll System as dual employment or on the PBP-17 form under the miscellaneous category (section IV).
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Contact Clara Snider, Clara.Snider@sc.edu .
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Please contact the Purchasing department, 803-777-4115, Fax 803-777-2032.
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