The Citadel

The Military College of South Carolina

SSM Documents and Procedures



Special Funds Request Form

Instructions: Fill out and return p.2 at least one week before funds/notifications are desired.  Upon completion of the activity/project, please submit a brief report (unless not requested) using the template on p.3 to This email address is being protected from spambots. You need JavaScript enabled to view it. .



Financial Indirect returns

Basic policy - Indirect returns being allocated to the dean will be distributed as follows: 1/3 to PI, 1/3 to PI’s department, 1/3 remains at the dean’s discretion.

Explanation - Indirect returns from external grants are centrally distributed with 50% going to fund the Research and Grants Office and 50% to the academic school of the PI, at the dean’s discretion. In an effort to not only incentivize faculty but also support the departmental operations due to the cost associated with the research enterprise, the SSM policy is to return 1/3 to the PI and 1/3 to the department. Both portions will be transferred to rollover accounts (i.e., in principle, funds remain there indefinitely). The PI portion will be at the complete discretion of the faculty so long as it is work-related expense. The return to the department is at the discretion of the department head; however, they are encouraged to prioritize for research needs (e.g., it is therefore an expectation that the department covers some of the research needs of the PI that are not allowed within the direct cost). The dean’s portion is similarly reserved to fund research needs not budgeted elsewhere (e.g., an unanticipated faculty need falling outside of a faculty grant call or as a supplement to a new faculty’s start-up package). Distribution of funds is expected on a quarterly basis (Financial Services policy).

Last updated: September 1, 2015


Purpose and Rules
The worksheets are for adjuncts, visiting professors (non-FTEs?) and add pays. Sections taught by adjuncts should be less than 50% of the total for a given department.
It is expected that as few adjuncts as possible would be hired in order to meet instructional needs. Compensations should be as directed. Market values need to reflect actual value added to the position (e.g., a PhD would have a market value).
Any request is subject to Dean and Provost approvals. Unused funds belong to the School and can be reallocated to other departments or for other uses.

Initial Request
Current process is to assume the same adjunct needs for the next AY as for the current year unless so informed by department heads (DH) by the deadline (traditionally at the end of Fall semester). Changes would typically result from anticipated change in sections required, sabbaticals,…
Whether there is a change or not, the DH is required to resubmit the Adjunct/Add Pay worksheets annually, paying attention to the items below.

☐ Update any header information, sign and date.

☐ Use the Adjunct Faculty Worksheet located on the SSM website. Do not delete or change formulas. Do not change the Standard Rate column. Ensure all sections are completely filled out.

☐ Faculty should be listed in the box appropriate for their duties and compensation.

☐ Do not use past faculty names or position numbers as “placeholders”. 

If you require additional AF numbers, please write “APPLIED FOR”, complete a brief summary and forward to HR.
If you do not know who will be in a position number, please write “RECRUITING”. See Instructions for Adjunct/Add Pay Worksheet for more information.

☐ Only list one faculty per position number and ensure that the market value is the same for both semesters.

☐ Any change requires a new Adjunct Faculty Worksheet filled out, with justification/explanation, and resubmitted to the Dean’s office for approval.


Prior to completing RTFs, you will receive a copy of the Provost-approved Adjunct Worksheets, with explanations for any discrepancies.

☐ RTFs (for Adjuncts & Add Pay) should only be completed for the approved positions and exactly as approved on the Provost-approved Adjunct Worksheets, with explanations for any discrepancies.

☐ For Adjuncts, RTFs should be only be done for the upcoming semester. For Visiting Professors, RTFs can be completed for the AY.

☐ RTFs should be completed at least two weeks prior to start of classes, except for last minute changes.

☐ Add justification for any changes (salary, market value, faculty member, etc) and enter into comments section of RTF, provided dean’s approval was obtained.
For student positions (GA, HT & CS), fill out the comment section with a brief description of the role of the temp worker and intended duration.

☐ Check the Temporary Fund Balance Sheet to ensure there is a budget for the requested position number.


This section deals with School of Science and Mathematics policies and procedures. They supplement college-wide policies and procedures. Where they conflict, college policies and procedures take precedence.

Purpose and Rules
Finance policies are intended to inform people how to consistently manage Citadel related funds, encourage responsible use of funds, and protect the institution.

Expenditures and reimbursement requests should abide by the following principles:
• The business purpose of any expense should be clear and documented.
E.g., what is the rationale for purchasing a new computer?
• Within reasonable efforts, and in compliance with all applicable rules and laws, the least expensive option should be pursued.
E.g., surface vs deck parking at CHS during business travel.
• The guiding principle should be: is this purchase going to be questioned and, if so, how do I defend it?
• Submitting an appropriately completed reimbursement form with supporting documents is the responsibility of the employee. Delays/rejections will otherwise occur. Copies will be kept in the school office and provided to the college for any audit request.
• In order to reduce errors and inappropriate expenditures, each individual in the approval queue has the responsibility to check all documentations provided, starting with the requestor, the department head and the dean. Each signatory is certifying that they have checked the documentation and, to the best of their knowledge, the provided information is accurate and the expenditure appropriate.

Travel Authorizations
• Employees are required to fill out the travel authorization request form online prior to any expenditures and travel. Failure to do so might lead to reimbursements being denied.
• Students are required to fill out the attached form and submit to the fund authorizer for preapproval (e.g., department head for department funds, dean for school funds, and PI for grants).

Student/faculty Travel Reimbursements
☐ Use most recent Travel Reimbursement spreadsheet found on the Accounts Payable website.
☐ A sample expense clarification is attached. Needed to clarify any unusual expense.
☐ Attach approved Travel Authorization form with reimbursement spreadsheet.
☐ Include hard copies of agendas, flight receipts (with flight dates, times and cost shown), actual program (listing meals – if applicable), and other relevant documents – only relevant pages needed.
☐ Itemize each day on a separate line to include charges for that day only.
☐ For motor pool requests, requestors should put their name in “supervisor” box so we know who the request is for when budgeting.
☐ For Faculty Grants: total due to Employee should not be more than the approved amount.
☐ All reimbursements should be checked for errors and submitted in this order: admin, dept. head, (Patricia, Dean – if SSM funds).
☐ Any signatures on the form affirms that the above procedures have been followed and all respective documents are included on the request.
☐ Admins need to perform a departmental transfer of funds from 7100-7300, when applicable.

BANNER approvals
☐ It is the responsibility of the submitter to ensure timely approvals.
☐ When submitting a PR or DP, check the queue to see who is next in line and inform them.
☐ Approval queues can be checked in Banner: FOAAINP

Special Funds Request Forms
☐ Should use departmental funds for under $500 
☐ All forms should be checked for errors and submitted in this order: admin, dept. head, Patricia, Dean
☐ Provide receipts and report to dean’s office when noted
☐ Admins should include ALL documentation when requesting any funding from a dean’s index, including the approved (with Dean’s signature) special funds request form



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