What is an Apex?
The term “Apex” refers to the Adjustment of a Paid Expense. An Apex eForm is used to adjust or correct the accounting associated with paid expense reports for travel, employee non-travel reimbursements, procurement cards (P-cards), team cards, and travel cards.
What can be corrected with an Apex?
An Apex is used to correct any portion of the chartfield string that was used on the original paid and posted expense report. This could be anything from the operating unit to the project and all values in between. Just remember to include the completed and signed Cost Transfer Justification Form if you are correcting a USCSP project.
Why can’t I just process a journal entry (JE)?
The use of an Apex rather than a JE to correct expense reports allows the correction to remain in the expense module and flow to the general ledger (GL) in the same manner as the original item did. It also allows easy future reference to the correction, as it will be directly linked to the original expense report.
How can I tell if I need to process an Apex instead of a JE?
The easiest way to tell is to look at how the item needing correcting posted to the GL. If it posted with a JE beginning with EX, such as EXA0012345 for example, an Apex would be needed. JEs beginning with any other prefix would require different means to correct.
Where can I find the Apex eForm?
To create an Apex, navigate to the APEX Landing page in PeopleSoft Finance:
Navigation: Main Menu > USC Finance eForms > APEX eForm
What supporting information does an Apex eForm require?
Each Apex at a minimum will need a justification and an attachment before it can be submitted. Apex’s involving a USCSP project will also need Cost Transfer Justification (CTJ) questions to be completed. The justification and attachment need to be very detailed, to allow anyone with no prior knowledge of the entry to be able to tell what is being done. Some good examples of attachments include invoices, receipts, spreadsheets, GL screenshot of initial transaction, along with any additional items attached to the original expense report. The CTJ questions need to be detailed to allow Grants and Funds Management and the project PI to verify the validity of the entry on the project level.
What if I process an Apex incorrectly?
The new Apex module is currently not configured to allow an Apex to be processed on another Apex. For example, you are correcting expense report 3000123456 and need to move expenses from account code 53009 to 53002, but accidently moved the expenses to 53001 by mistake. The system will not allow a new Apex eForm to be created to correct this error using the original expense report or the Apex. Instead, please create/sign a copy of the Apex PDF form expense module correction form [pdf] and send to the Controller’s Office at genacctg@mailbox.sc.edu for processing. The Controller’s Office staff will process the entry for you. Please remember to include adequate back-up and to attach a PI signed copy of the Cost Transfer Justification form if this correction involves a USCSP project.
Need Help?
If you run into issues during the Apex process, please reach out to the General Ledger
Team at genacctg@mailbox.sc.edu
Travel advances are payment type that are issued to advance funds for business purpose travel and may only be issued 10 days prior to the travel. These are typically for student travel and for some travel on our campuses. All travel advances must be settled within seven business days of return.
Use the table below to find an University-approved travel agency:
| Travel Agency | Domestic Fare Service Fee |
Intl Fare Service Fee |
Rail Fare Service Fee |
|---|---|---|---|
| Bailey Travel Ltd d/b/a Advantage Travel 1-888-782-8811 3523 Driftwood Pt. Rd. Gilbert, SC 29054 |
$40.00 | $50.00 | $40.00 |
| Carolinas Motor Club, Inc. 1-800-978-3359 6600 AAA Drive Charlotte, NC 28212 corporatetravel@aaacarolinas.com |
$40.00 | $40.00 | $40.00 |
| CW Government Travel, Inc. d/b/a CWTSato Travel 1-800-720-8948 4300 Wilson Blvd. Suite 500 Arlington, VA 22203-4178 |
$35.00 | $35.00 | $35.00 |
| Euro Lloyd Travel, LLC (704) 752-0042 8201 Arrowridge Blvd. Suite 125 Charlotte, NC 28273 |
$10.00 | $15.00 | $5.00 |
| Forest Lake Travel, Inc. (803) 738-1520 4505 Forest Drive Columbia, SC 29206 |
$40.00 | $40.00 | $40.00 |
| Horizon Travel, Inc. d/b/a Travel Leaders (803) 358-2220 109 Old Chapin Rd. Ste. G Lexington, SC 29072 charris@travelleaders.com |
$40.00 | $50.00 | $40.00 |
| Key Travel, Inc. (646) 218-2100 Two Penn Plaza 1500 JFK Blvd. Ste 1301 Philadelphia, PA 19102 universitytravel@keytravel.com |
$25.00 | $25.00 | $25.00 |
| Travel Unlimited (803) 798-8122 100 Ashland Park Lane Ste F Columbia, SC 29210 randy@travelunlimitedsc.com nanette@travelunlimitedsc.com matthew@travelunlimitedsc.com |
$30.00 | $40.00 | $30.00 |
| Two Lakes Travel Corp. (305) 432-2458 4699 N Federal Hwy 109E Pompano Beach, FL 33064 |
$30.00 | $40.00 | $30.00 |
What is a Student/Non-Employee Travel Authorization (TA)?
A TA is an estimate of travel expenses for a student or non-employee.
What is a Student/Non-Employee Travel Reimbursement Voucher (TRV)?
A TRV is the means of reimbursing a student or non-employee for travel expenses.
Where can I find the TA/TRV eForms?
To create a TA/TRV, navigate to the Student/Non-Employee Travel eForms Landing page in PeopleSoft Finance:
Navigation: Main Menu > USC Finance eForms > Student/Non-Employee Travel eForm
What should be included with a TRV?
When completing a TRV, please be sure to attach paid receipts for expenses that show proof of payment. Receipts can include:
- Paid itemized receipt for lodging.
- Original paid airfare receipt with name of traveler, dates, flight information, class of service, amount, proof of payment, and ticket number.
How is a TRV paid?
Reimbursement is paid via paper check mailed to the address on the TRV.
Need Help?
If you have Student and Non-Employee travel questions, please reach out to the Travel Team at tesubmit@mailbox.sc.edu.
The employee is responsible for updating banking information in PeopleSoft. This will validate them in the Travel and Expense module and allow them or a Proxy to create an expense transaction on their behalf. Be sure banking information is correct and update when necessary. All Travel and Expense module payments are made via direct deposit.
FINA 1.00 Travel – Employees and Students Policy
FINA 1.00 Travel Procedure [pdf]
Meal Matrix One Page Reference [pdf]
Travel Card Descriptions One Page Reference [pdf]
The Travel Quick Reference Guide includes information for finding, canceling and deleting a Travel Authorization (TA) as well as finding, viewing and modifying an Expense Report.