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Forms

IE Payroll/Reimbursement Forms
Form Description

IE Reimbursement

  • Used by faculty and staff only.
  • Form should only be used for business meals and in rare occasions for supplies or other reimbursements. If supply purchases needs to be made, they should be purchased through BuyWays or using the departmental P-Card.
  • Submit completed form with all signatures to Debra Smith.
IE Visa (P-Card)
  • Used by facultystaff and students.
  • Complete this form and obtain the appropriate signatures before any purchase is made using the departmental P-Card. If the Department is covering the expenditures, have Dr. J. Cole Smith sign the form, but if the expenses are being paid from other sources, have the PI sign.
  • Submit completed form, along with all paid receipts attached, and all signatures to Debra Smith.
IE Student Reimbursement
  • Used by students.
  • It requires contact information be completed to ensure the correct student receives payment.
  • This form is used for IE 467 supplies and mileage.
  • Submit completed form to Debra Smith.

Timesheet

Timesheet Instructions

  • Used by hourly student employees.
  • Complete the following:
    • Department Number (0920)
    • Full Name
    • Employee ID (can be found by looking at your check stub online in PeopleSoft)
    • Time in and out (in exact minutes)
    • Sign as employee and acquire supervisor signature
  • Submit completed form to Jenny Wirtz on timesheet due dates outlined on the IE department calendar.
IE Travel Forms
Form Description
Travel Request
  • Used by facultystaff and students.
  • Complete this form to document your expected travel expenses and funding source(s). All signatures must be obtained prior to traveling.
  • Submit completed form to Jenny Wirtz.

Travel Forms (ON or AFTER January 1, 2017)

  • Used by facultystaff and students who travel on overnight trips.
  • All expenses should have an original paid receipt except for mileage, meals and the occasional expense that is less than $5; such as tolls.
  • It should be turned in within 30 days of the travel date at the most.
  • Submit completed form with all signatures to Debra Smith.

Travel Forms - BEFORE January 1, 2017:

Travel Log
  • Used by facultystaff and students.
  • Use this form for multiple non-overnight trips.
  • Must be turned in within 90 days of the first trip. If not received within 90 days, Dean’s office must approve which will delay the reimbursement process.
  • Submit completed form to Debra Smith.

Rental Car vs. Mileage Reimbursement Calculator (ON or AFTER January 1, 2017) 

  • Use this spreadsheet to help determine if it is better to drive a personal vehicle or rental car on business trips.

Rental Car vs. Mileage Reimbursement Calculator - BEFORE January 1, 2017

Campus Car Rental
  • Used by facultystaff and students.
  • Submit completed form to Debra Smith.
Visitor Expense
  • Used by visitors, guests and speakers that are not employees of Clemson University.
  • Anyone requesting reimbursement must first register in the Clemson University BuyWays system.
  • Submit completed form to Debra Smith.
Foreign Travel Request
  • Used by facultystaff or students that will be traveling outside of the continental US, Alaska, Hawaii, Canada or Puerto Rico.
  • Submit completed form to Jenny Wirtz, who will obtain
    the appropriate signatures.
  • CES Foreign Travel Guidelines on funding sources are as follows:

1) Foreign travel paid from sponsored program awards is justifiable provided the travel was specifically included in the awarded budget. Any foreign travel not anticipated in the award will require Sponsor approval.

2) In general, foreign travel paid from university/department funds (e.g. fund 14, 15, foundation, etc.) is prohibited unless there is a clear programmatic benefit for the department, college, university fully described. Since space on the form is limited, use of an attachment to describe purpose of the trip is acceptable.

3) Travelers are expected to exercise prudent judgment when making travel arrangements and expenditures. As a steward of State and Federal funds and private grant funds, each employee should use the following guidance when traveling:

  • Excess costs, circuitous routes, delays or luxury accommodations unnecessary or unjustified in the performance of an university duties are not considered exercising prudence.
  • Travel by commercial airlines should be in coach or tourist class.
  • Automobile transportation may be used when common carrier transportation cannot be arranged satisfactorily, or to reduce expenses when two or more University employees are traveling together.
  • Transportation to or from points of arrival and departure should be by the most economical method.