Travel Policy
The South Carolina EPSCoR Program will ensure compliance with state travel regulations as it pertains to reimbursement of Phase-0, GAIN, GAIN CRP, SAN, SPARK, and other award recipients requesting reimbursements from state or federal funds. All travel expenses should be reasonable and reflect a prudent decision to incur the expense on behalf of the funded project.
Avoid expenses that are not necessary for successful project completion. All travelers are expected to exercise discretion with travel expenditures for air travel, hotel accommodations, and ground transportation.
For state-funded travel, the daily per diem rate remains $35.00 per day for in-state travel and $50.00 per day for out-of-state travel. the details are listed below:
Time of Departure | Time of Return | Meal | In-State | Out of State |
Before 6:30 am | After 11 am | Breakfast | $ 8.00 | $ 10.00 |
Before 11 am | After 1:30 pm | Lunch | $ 10.00 | $ 15.00 |
Before 5:15 pm | After 8:30 pm | Dinner | $ 17.00 | $ 25.00 |
- Meal per diem is only reimbursable when travel includes an overnight stay. State regulations define travel status as (more than 10 miles from their official headquarters) to be eligible for reimbursement of meals.
Mileage Reimbursement
Mileage reimbursement for state travel follows the South Carolina Comptroller General’s Office rate, which as of January 1, 2025, remains $0.70 per mile. To receive reimbursement, travel must be at least 10 miles one-way from home or business. The purpose of the trip must be indicated in the reimbursement request and must directly relate to the current project.
Lodging
Lodging will be reimbursed at actual cost per night, including hotel room and taxes. However, moderately priced accommodations should be selected when a moderately priced choice is available. Personal expenses including movies, bar bills, laundry, room service, etc., are not allowable.
Transportation
- Receipts are required for the following expenses: Parking fees, tolls, taxi, and ridesharing services (e.g., Uber, Lyft), including reasonable tips and gratuities.
- Rental cars should be used only when other means of transportation are not conveniently available or are more expensive.
- Ridesharing is allowable but travelers should use discretion, as there is no state guarantee of safety for these services.
Airlines Tickets
- As required by State law, personnel are required to travel the most economical means that meets their business need. As it applies to airfare, the traveler defines the business need based on travel requirements.
- Under most circumstances, deeply discounted “basic economy” fares are not recommended, as they are non-refundable/non-changeable and typically incur extra fees for baggage or seat selection.
- When considering the lowest fare, it is recommended to select the lowest full economy fare that meets business needs.
SC EPSCoR Contact
Megan Souter | Grants and Contracts Manager
SC EPSCoR State Office
South Carolina Research Authority
1000 Catawba Street
Columbia, South Carolina 29201