Services
All divisional purchase requests must be submitted via a ticket to the SAAS Ticketing system.
Before accessing the ticketing system, please contact Leslie McCoy (email: lm69@mailbox.sc.edu). Please provide your First and Last Name, current work area, and access level as “user”. She will grant access rights for submissions.
To enter the system, use this link: Finance Ticketing System »
Then you will log in with your email & university password.
Purchase approvals are required for all purchases made at the university. Approvers are typically determined because of an employee’s budget responsibilities. The Approver’s role in the Procurement Process is to confirm the financial commitment of funds for the requested purchases. A thoughtful and careful review of staff purchasing requests ensures responsible allocation of funds, alignment with departmental goals and accurate submissions.
*NOTE: Updates to PeopleSoft Approver updates should be requested through the SAAS Finance Team ». Purchase Card Approver updates should be requested through the SAAS Procurement Team (see Purchasing Cards section below.)
The University is required to follow procedures consistent with the requirements of the South Carolina Administration Department’s Consolidated Procurement Code Title II Chapter 35, 11-35, SC Code of Laws, and Federal Laws (as applicable). The purpose of this policy is to establish the policy for procurement and payment for goods and services on behalf of the University.
The full policy can be reviewed in FINA 2.14 policy (Acquisition and Payment of Goods and Services (Same as BUSA 7.01))» in the Policies and Procedures Manual on the Office of the Provost Website.
The PDF documents below pull commonly references subsections of that policy for easy user access:
Processing Time Allowances for Purchasing [pdf]
Request for an Informal Quote Form [pdf]
SAAS Procedure for Creating a Blanket Purchase Order [pdf]
Purchases under $5,000 (except food) [pdf]
Purchases from $5,000 and not exceeding $10,000 [pdf]
Employee Non-Travel Reimbursements – examples include candidate meals, purchase of unique supplies not available through an established vendor.
Processing Employee Non-Travel Reimbursements [pdf]
Employee Reimbursement (Non-Travel) Matrix [pdf]
USC Student, Non-Employee Travel, and Non-Travel Reimbursements - examples include student trips, DMV records for non-travel, and candidate interviews for non-employees.
Processing a Travel Reimbursement [pdf]
The full University Policy for Reimbursements can be reviewed in the Policies and Procedures Manual on the Office of the Provost Website under BUSA 7.05 Payment/Reimbursement for Personal Consumption Items at Employee's Official Headquarters (Formerly BUSF 7.05)». An excerpt of the policy has been provided below:
Personal Consumption Guide [pdf]
All reimbursements will be made via Direct Deposit. It is important to provide the University with your bank information. Instructions for what is required is below:
An Honorarium is a one time “gift” payment to a guest speaker or advisor.
Please note that per Univeristy Policy for Honorariums, which can be reviewed in the Policies and Procedures Manual on the Office of the Provost Website under Honorariums and Royalties FINA 2.13» :
The payment of an honorarium is typically made directly to an individual with a scholarly or professional standing with the intent of showing good will and appreciation for voluntary service to the University. Allowable honorarium payments typically involve one-time, non-recurring activities, such as a guest lecture, panel discussion participation, or similar activities performed voluntarily.
An honorarium payment is not appropriate when:
- The amount or timing of the payment is negotiated and agreed upon between parties; or
- When associated with a charged fee, invoice, or contract.
In addition, these payments are not transferable and cannot be made to university employees.
Sponsored project funds may not be used for paying honorariums unless permitted in the contract, grant agreement, or other documentation governing their use.
Study abroad programs provide students with enriching academic, cultural, and professional experiences. Organizing such programs requires careful planning, coordination, and resource management.
The Procurement Team can assist you in ensuring the seamless execution of these trips by assisting with sourcing, purchasing, and managing resources and services needed for the program.
Here are some helpful resources:
Financial Arrangements for Faculty/Staff-Led Overseas Programs ACAF 2.10»
Understanding Study Abroad Trips [pdf]
Requests and guidance with procurements, that require a state “to be bid” solicitation, should be sent to Parker Leake, Director of SAAS Procurement (email: pleake@email.sc.edu) .
This guidance can help you better understand the process, draft a more defined and robust draft of the scope of work, and connect you properly with University Purchasing for the official development and publication of the solicitation and making the award.
The Procurement Team is currently collecting information regarding each department’s contracts and legal agreements.
Future projects in development include the following tools:
- Consolidated and searchable repository of contracts
- Tracking and notification tool to provide reminders for upcoming renewals
- Collaborative process with the University Purchasing Office to help staff understand the solicitation process and assist with initial preparation for the solicitation of contracts
- Pathway for contracts to get to Final Legal Approval when related to a purchased item
The university provides three unique types of credit cards, each with a specific purpose, and closely monitored for appropriate use and adherence to university policies.
The Card Program Matrix is a guide to assist you in understanding the purpose and use of each card type.
University Card Program Matrix [pdf]
Your Procurement Team Coordinator can assist you in understanding which card may be right for your needs.
Purchasing Cards – The Purchasing Card is the provided as an efficient method of purchasing and paying for supplies, memberships, fees, dues, etc. (with appropriate signature authority) up to a value of $4,999.99. The card is to be used only for official University of South Carolina purchases and is rigorously reviewed for compliance with all policies and procedures.
The University Purchasing Office provides detailed information related to all aspects of the Purchasing Card in their Purchasing Card Toolbox».
Purchasing Card Information Guide [pdf]
Purchasing Cardholder Request Form [pdf]
Policies and Procedures Manual [pdf]
Program Expense Cards – Program Expense Cards have a specific and narrowly defined purpose. The cards are restricted for use when addressing emergent needs for an educational/academic program of an instructional nature. Examples include study abroad and research activities.
The card is not to be used to bypass the state procurement rules.
Program Expense Card Policy [pdf]
Program Expense Card FAQs [pdf]
Program Expense Card Procedures [pdf]
Program Expense Card Request Form [pdf]
Travel Cards – Travel Cards are issued to both departments and individuals. Each card’s purpose, limitations, and use are unique.
University Travel Policy FINA 2.50»
The State of South Carolina solicits suppliers that offer a wide variety of goods and services to state agencies. These convenient and competively priced items provide value and cost savings.
Information about using the search tool and the State Contract Search link are provided below:
South Carolina Division of Procirement Services Statewide Term Contract Search »
Contacts
Name |
Title |
Phone |
|
| Parker Leake | Director | 803-777-5705 | |
| Leslie McCoy | Manager | 803-777-0406 | |
| Angela Benson | Procurement Coordinator | 803-777-9416 | |
| Brittany Green | Procurement Coordinator | 803-576-7968 | |
| Mary Hallman | Procurement Coordinator | 803-777-7038 | |
| Zach Harris | Procurement Coordinator | 803-777-0079 | zharris13@sc.edu |
| Leslie Hollenbeck | Procurement Coordinator | 803-777-4293 | |
| LeAnn Hoskins | Procurement Coordinator | 803-777-7516 | |
| Warren Zeigler | Procurement Coordinator | 803-544-1266 |