Policy
- Travel advances are not available for individual travel. It is expected that employees traveling on University business will use their personal credit card or Procurement card for expenses associated with such travel. Not having a credit card is an unacceptable reason for requesting an advance.
- Travel advances are available for group travel by athletic teams and for students participating in events where travel is supported by University funds. The minimum travel advance for group travel is $200.00 of actual cash requirements.
Procedure
- The advance requires approval of the Department Head or Fund Advisor. Advances in excess of $1,000.00 require approval by the Dean or Division Head.
- The University reserves the right to refuse to issue an advance to anyone if a previous advance is past due. Past due is defined as an advance that has not been completely settled within thirty days from the return date of travel.
- The Request for Group Travel Advance must be received by the Accounting Office at least five business days prior to the date of departure.
- Travel advances will not be issued more than two business days prior to departure.
- Settlement of the advance must be made as soon as possible after travel has been completed, preferably within thirty days. If settlement does not occur within sixty days from the month of travel, the University reserves the right to deduct the full amount of the advance from the employee’s paycheck. If payroll deduction becomes necessary, the employee will not be granted any further travel advances for one year from the date of the payroll deduction.
Preparation of Request for Group Travel Advance
- Form-The request for group travel advance should be completed by use of the form on the Controller's Office website.
- Routing-Forward the completed request to the Department Head or Fund Advisor for approval. (The traveler should retain a copy.) If the request exceeds $1,000.00, the Department Head should forward the request to the Dean or Division Head for further approval. The approved request should be forwarded to the Accounting Office.
Settlement of Group Travel Advance
A travel voucher with original detailed receipts is always required to account for travel expenses to settle the advance.
Any unused advance funds are to be deposited at the Bursar and a copy of the official cash receipt is to be included with the travel voucher for settling the advance. If actual expenses exceed the advance, the traveler will be reimbursed via direct deposit.