Policies & Procedures

This document contains information on Law School internal policies and procedures for faculty and staff. For information on Student Activities, see the Law Student Handbook.

Contents

Planning and Development

Budget

Facilities

Information for Faculty

Travel

Purchasing

Wage and Benefits

Planning and Development

Strategic Plan

The purpose of the planning process is to identify and communicate the Law School's yearly goals and annual objectives in a way that will support budget requests and ultimately, resource allocation and program development. An annual update of the results of assessment activities is necessary during each planning year.

The School of Law Executive Committee provides leadership in evaluating annual goals and developing the strategic plan. Each year the strategic planning update includes a new action plan and budget request.

Office of Development Activities

The Assistant Dean for Institutional Advancement oversees the Law School's annual, family and capital fund raising campaigns in conjunction with the solicitation of major gifts and the coordination of alumni, donor and development board events.

The Legal Times

The School of Law publishes a Fall and Spring newsletter, the Legal Times, which is mailed to alumni, University administrators, and donors. Items for inclusion should be submitted to the Assistant Dean of Institutional Advancement.

Budget

Budget Process

The Strategic Plan provides the basis for the Law School's yearly budget request. The fiscal budget is clearly based on the Strategic Plan and represents project costs, including resources to be reallocated within the current operating budget for the implementation of the plans during the next budget year. New initiatives must be funded from a variety of sources, including internal reallocation, state funds, private donations, overhead from grants, and endowment monies. All expenditures require approval by the Dean and some require Provost approval. The school's Business Manager has information on expenditures requiring Provost approval.

Speakers and Honoraria

Contractual services should not be made with individuals before obtaining the Dean's approval. Also, before speakers are contracted to speak at the Law School, please let the Business Manager or his or her Administrative Assistant know in advance to ensure that paperwork is processed on the individual in order for timely payment.

Facilities

Space Allocation

Space scheduling of classrooms, the Law School Auditorium, and other space, is scheduled through the Administrative Assistant in the Office of the Associate Dean for Academic Affairs (Room 202). Faculty offices that become vacant will be offered to faculty through seniority.

Key Application

Research assistants, journal editors and student organization officers who have a legitimate need for a key, may be issued Law School keys. Students will not be released for graduation if they have not returned a key. A $10.00 fee will be assessed to replace any lost key.

Facilities Management

All problems with the building should be addressed to the Business Manager or his/her assistant.

Telephones

Telephones are to be used for official University business only. Personal calling cards should be used for any personal long distance calls made from a Law School telephone.

Information for Faculty

Supplementary Course Material

Ordering and printing of supplementary material is handled by the Director of Information Processing (Room 301). Supplementary materials are provided to students each semester for a fee. This fee depends on the printing costs of the materials. Each semester, students may purchase these supplements at Room 213. Monies collected for supplementary materials are deposited with USC Financial Services by the Business Manager.

Cancellation of Classes

If a faculty member is unable to make a scheduled class due to illness or other uncontrollable circumstance, the faculty member, or someone on his or her behalf, should contact the Student Services Coordinator in the Office of Student Affairs (777-8117) as soon as practicable. The Student Services Coordinator will then post notices notifying the students of this cancellation.

Reimbursement through USC Educational Foundation

Meals with faculty candidates interviewing at the Law School will be reimbursed for up to three faculty members (plus the candidate). Meals cannot exceed $50.00 per person, including alcoholic beverages. Alcoholic beverages cannot exceed $15.00 per meal per person. No alcoholic beverages can be paid from state funds. According to current policy, spouses cannot be reimbursed by University or private funds.

Information Processing Center Procedures

The Information Processing Center is available to faculty on the third and fourth floors in rooms 301 and 401. The following are the requested lead times for items to be given to the staff:

• Exams (lead time of two days)
• Course Material (syllabi, handouts) (lead time of two days)
• Duplicating materials (one day)
• Correspondence (daily)
• Transcription (two days)
• Articles/Manuscripts (depends on length of article or manuscript)
• Books (depends on length of book)
• Evaluations - Spring and Fall (administer, type comments, sent to computer services for compiling)
• Supplements - Spring, Fall, Summer (two weeks)
• Mail distribution - morning and afternoons
• Central telephone line for faculty - answered daily
• Distribution of incoming packages - daily
• Delivery of outgoing FedEx packages to Kinko's (as needed)

Work request forms should be completed on each project and put in the "in basket" and the work will be done in the order it comes in or on a priority basis. An on-going project will be assigned to one person from beginning until completion (projects such as articles, manuscripts, books).

The staff works for all faculty and they cannot possibly be anyone's personal secretary for things such as keeping faculty calendars and transcribing messages from the faculty's voice mail. Appropriate lead-time must be given to allow all work to be done in a timely fashion.

Travel

Travel Procedures

Travel requests should be submitted to the Business Manager for approval prior to the planned trip. Requests should include an invitation letter, program brochure, and an internal travel request form. If a Travel Authorization is not submitted and approved by USC Travel prior to the travel date, reimbursement may be denied by the University.

Travel Support

Professional Meetings

1. Continuing Education - Any request for involvement in sponsorship for a continuing education program must be approved by the Dean.
2. Presentations - Faculty members desiring to present papers at professional meetings should discuss the feasibility for release time and funding with the Associate Dean for Academic Affairs before submitting abstracts.
3. School Representation - If a faculty member is requested by the Dean to attend a conference or seminar as a representative of the Law School, the expenses will normally be reimbursed as completely as University policies allow.

Travel Request and Reimbursement Forms

Travel Request: Funded or unfunded (white form) is used for all out-of-town travel or any in-town meetings of one day or more that necessitate absence from campus during the academic session. Additional approval must be obtained if the absence involves professional work (see Outside Employment).

University Travel Authority Request (TA): Funded (green form) is completed by the Administrative Assistant in the Office of the Business Manager and submitted to the Business Manager for approval. For unfunded travel, only the white form is required to be on file. The green form must be submitted to the Controller's Office certifying that travel is for University business before travel begins to ensure that the employee is covered by Worker's Compensation insurance. After a Travel Authorization has been filed, it is necessary to amend the authorization if the individual:

1. leaves Columbia earlier than indicated on the TA,
2. returns to Columbia later than indicated on the TA,
3. cancels trip,
4. requests reimbursement that exceeds the approved amount by $25.00 or greater.

Travel Reimbursement Voucher (TRV)

A Travel Reimbursement Voucher must be completed within one week after travel is completed (see USC Travel Reimbursement Policies for specific information).

University Travel Reimbursement Policies outlined below reflect the maximum allowances within University guidelines. Faculty and administrative staff receiving support for travel will be reimbursed up to the total of their expenditures or the amount of support approved, whichever is less.

Use of University Owned Vehicle

Travel under 500 miles round trip within South Carolina and adjoining states should be done by using University-owned vehicles. A Motor Vehicle Reservation Request must be submitted to the Business Manager and then forwarded to University Transportation Services upon notice of support for travel. Form must include Travel Authorization number. The University requires that individuals driving state vehicles must have a driving record from the Highway Department, and a University TS-100 form, on file before a USC vehicle may be issued. The Administrative Assistant in the Office of the Business Manager keeps current the TS-100 forms on faculty and staff who request state vehicles. It is advisable to call USC Vehicle Management (777-4209) three days after the requisition is submitted to confirm availability. Charges are made directly to the School of Law. If a University vehicle is unavailable, use of a personal vehicle is allowed and will be reimbursed at $.345 per mile. The driver must furnish the unavailability statement received from the University Motor Pool, along with the Travel Reimbursement Voucher (TRV).

For complete information about use of University vehicles, see the USC Vehicle Management website.

Air Travel

Air travel in excess of 500 miles round trip will be reimbursed at coach or tourist class rates. Copies of ticket stubs are required to be on file in the Dean's Office. Please return the actual ticket stubs or electronic ticket to the Business Manager after travel is complete even if the tickets were charged against a TA.

Approved travel agencies must be used if charging tickets to a Travel Authorization. A list of travel agencies approved through the University is available on the USC Webpage at http://busfinance.admin.sc.edu/control/agency.html. Please note that any service fees charged by a non-authorized travel agency WILL NOT be reimbursed.

Use of Personal Vehicle

Under some circumstances, it may be appropriate and desirable to use one's own vehicle. This should be requested on the Travel Authorization form. Reimbursement is $.305 per mile.

Meals and Lodging (Subsistence)

Lodging. Policy allows reimbursement for all reasonable lodging expenses (not to exceed $300.00 per night), with submission of original receipts, unless special permission has been granted by the President for waiver of this rule. Note: Overnight travel is not reimbursed within 50 miles of the employee's residence and/or headquarters.

Meals reimbursement for official University business is limited to actual expenses up to a maximum of $25.00 per day in-state and $32.00 per day out-of-state. The current maximum rates for meals are outlined in the chart below.

Other Expenses

Registration fees, limousine service (taxi fare if limousine is not available) and airport parking will be reimbursed in addition to subsistence allowance. Original receipts are required as proof of these expenses. Gratuities are considered part of the meal cost.

Travel Advance Funds

The University has a small travel advance fund for student travel from which up to 70% of the reimbursable subsistence, mileage and expenses of a trip can be advanced. Because of the availability of the Diners Card / USC Corporate Travel Card, travel advances will not be made except through extenuating circumstances. A written request must be submitted to, and approved by, the University Bursar.

Purchasing

Purchasing requirements

All expenditures must have prior approval from the Business Manager in the Dean's Office no matter how small the purchase. When making purchases, please note the following:

$.01 to $1,500.00

Determination by the Buyer that the “Price is Fair and Reasonable”.

$1,500.01 to $5,000.00

Telephone or written quotations must be obtained from a minimum of three qualified sources of supply.

$5,000.01 to $10,000.00

Solicitation of written quotations from three qualified sources of supply shall be made and documented.

$10,000.01 to $25,000.00

Written solicitation issued by the Purchasing Department from a minimum of five qualified sources of supply shall be made. The procurement must be advertised at least once in the South Carolina Business Opportunity publication.

$25,000.01 to $150,000.00

Competitive sealed bids in compliance with all the rules and regulations of the South Carolina Consolidated Procurement Code.

Over $150,000.00

Competitive sealed bids by South Carolina Materials Management Office (MMO).

Office Supplies

Office supplies are ordered on a regular basis by the Director of Information Processing. Supplies are maintained in the supply closet in Room 401. Supplies should not be stockpiled in offices.

Purchasing Card

The State of South Carolina has secured a contract for a purchasing card to be used for legitimate University business. This has simplified the purchasing process for departments and can be done with less paperwork than other methods. With the approval of the department head, a purchasing card will be issued to an individual (there are no departmental cards) who is a University employee. Each card will have a default University account number and class code. Each card has set parameters as to monthly credit availability ($5,000.00) and single transaction amount ($1,500.00). There is a departmental liaison assigned to each credit card with authority to change the account charged if necessary. Software is provided to the liaison to process all changes as well as monitor expenditures. Training is required for both the cardholder and departmental liaison prior to receiving a purchasing card. All documentation of purchases (sales slips, receipts, packing lists, etc.) and monthly statements must be reconciled and maintained for internal and external audit. The Purchasing Department will pay the purchasing card charges each month and, by electronic upload, all charges will be made against the accounts specified by the liaison for each card.

Petty Cash

If a department has a requirement for items that cost fifty dollars ($50.00) or less, they may be purchased from personal funds and reimbursement obtained from the Purchasing Department. This will require completion of a USC Purchase Requisition with the suggested vendor as “Petty Cash”. In addition, a receipt for the item(s) obtained must accompany the requisition. All petty cash reimbursements are handled in person at the Purchasing Department, 516 South Main Street, during normal University business hours. The Purchasing Department requests that every effort should be made to keep these expenditures to a minimum. For more information, see Business and Finance policy on Petty Cash in the USC Policies and Procedures Manual.

Frequently Used Class Codes

The following are a list of frequently used Class Codes:

• 52041 - Repairs to Equipment - Non-USC work
• 52052 - Printing and Advertising - Non-USC work
• 52070 - Contractual Services
• 53001 - Office Supplies
• 53002 - Educational Supplies
• 53003 - Postage
• 53004 - Data Processing Supplies
• 53005 - Food
• 53011 - Maintenance
• 53015 - Rents - Other
• 54014 - Rental - Non-State Owned Real Property
• Equipment - Items, furniture and/or fixtures valued at over $500.00
  • 56005 - Office Furniture
  • 56006 - Educational Equipment
  • 56007 - Data Processing Equipment
  • 56050 - Data Processing Software

For additional detailed class codes, refer to the USC Policies and Procedures Manual, Section BUSF 2.00.

Wage and Benefits

Worker's Compensation

If an accident occurs, it must be reported to the injured employee's supervisor or the Business Manager. Appropriate forms must be completed before any compensation can be made.

Benefits and Privileges

University Identification Cards are issued at the time of employment and are authorized by the University Benefits Department. I.D. cards will not be issued until the effective date of employment begins. However, an employee may obtain a temporary I.D. card. New employees should go to the Carolina Mall (Russell House lower level, next to Sub City) to have their official USC I.D. cards made. These cards are used to check out materials from the Thomas Cooper Library, for access to the P.E. Center and other University privileges.

Leave Policy (for complete University leave policies, go to the Human Resources Webpage)

Turnaround Document (Exempt Employees)

All employees on Turnaround Document are required to report their leave time (annual and sick) to the Administrative Assistant in the Office of Academic Affairs. Forms are sent out bi-monthly to all faculty and staff on Turnaround Document and then forwarded to the USC Division of Human Resources.

Time Cards (Non-Exempt Employees)

All employees on timecards are required to submit a weekly timecard to the Administrative Assistant in the Office of Academic Affairs by noon each Friday, unless otherwise advised. Leave should be reported in .25 hour increments (15 minutes) or more.

Sick Leave, Maternity Leave, Adoption Leave

Requests for maternity leave, adoption leave or extended periods of sick leave, must be submitted to the employee's supervisor and forwarded to the Dean for approval. Expected absences of over ten (10) days require a “Request for Disability Leave”.

Exempt and Non-Exempt employees are required to report that they will not be at work due to illness to their supervisor within two hours of the beginning of the work day–although sick leave should be reported as close to the beginning of the work day as possible. It is the responsibility of the individual employee to call their supervisor, except in extreme circumstances, in which they are unable to do so. If the employee is unable to state when they will be able to return to work, the employee is responsible for calling within 30 minutes of the beginning of the following work day and each consecutive work day for the duration of the time they are sick. Up to eight (8) days of sick leave may be used in a calendar year to care for members of their immediate family. This information should be noted on the Turnaround Document Leave Form or Timecard (i.e. “Sick child”, “sick spouse”).

Annual Leave

Annual leave is accrued by faculty and staff on twelve month appointments. The amount of annual leave accrued each month is based on the number of years of state service the employee has earned. For information on annual leave earnings, see Section 1.03 of USC Policies and Procedures Manual. For a statement of your individual annual leave account, log in at vip.sc.edu/. Annual leave or other leave should be requested as far in advance as practicable.

Court Leave, Death in Family Leave, Military Leave

See USC Policies and Procedures Manual. Policies are available online at www.sc.edu/policies/.

Sabbatical Leave

Requests for sabbatical leave must be made in the Fall semester of each year. The Administrative Coordinator in the Office of the Dean will notify the faculty through a memo of their opportunity to apply for sabbatical leave. Faculty who are approved for sabbatical leave for one semester will receive full pay while on sabbatical and faculty approved for sabbatical leave for two semesters will receive half pay.

Leave Without Pay

Faculty who will be on leave without pay must submit a request in writing to the Dean at least six months prior to the date the leave will begin. All leave without pay must be approved by the Dean and the Provost.

Payroll Checks

Payroll checks are available in the Administrative Suite (Room 202) at 9:30 a.m. on the 15th and the last day of each month. If a payday falls on a Saturday, Sunday, or an official holiday, checks will be available on the last working day prior to the scheduled payday. For employees who elect direct deposit, those checks will be directly deposited into the bank. Proof of deposit stubs will be placed in faculty and staff mailboxes. Checks that have not been picked up by the next payroll date will be returned to the Payroll Office for cancellation. Checks for faculty teaching during the summer session are available as designated by Payroll. These dates vary from year to year.

Parking

Parking in campus lots and garages is assigned by the Vehicle Management and Parking Services in the Pendleton Street Garage. Each faculty and staff member receives a form to apply for a parking decal during the spring semester. Complete traffic and parking regulations may be obtained from Vehicle Management and Parking Services.

Tuition Assistance

Eligible faculty and staff may apply to take one three-hour credit course (four hours in the case of a lab course) per academic term, at no charge, on a space available basis. Participants taking additional courses will pay the regular tuition rate in effect at the time of enrollment. Information and applications for the Tuition Assistance Program are available on the University Website at hr.sc.edu/benefits/tuition.html.