TRAVEL POLICY AND PROCEDURE - PAGE 2

I.          TRAVEL ADVANCES 

A.       OBTAINING TRAVEL ADVANCES 

1.         Travel advances are requested by completing a Travel Authorization (TA) form (ADDENDUM #1) and are subject to the following eligibility guidelines: 

a)         EMPLOYEES - Advances may be requested for up to 75% of the anticipated out-of-pocket travel expenses, provided that these expenses exceed $50. 

b)         STUDENTS - Advances may be requested for up to 100% of the anticipated out-of-pocket expenses for University-sponsored travel. 

c)         GROUPS - Individuals who are responsible for group travel may request up to 100% of the anticipated out-of-pocket expenses for the entire group. Such individuals are responsible for the accounting and repayment of these advances. 

2.         MULTIPLE ADVANCES - Multiple advances for the same trip may be requested for expenses requiring payments in advance (e.g., airfare, hotel deposits).  The same 5-digit “TA” code should be assigned to the relevant TA documents. 

3.         TAs must be signed by the traveler, the appropriate supervisor, and, if different, the custodian of the account to which the expenses are to be charged. 

4.         TAs which include advances should be submitted to the Accounts Payable Office at least ten business days prior to travel to allow sufficient processing time.  Accounts Payable will review the TA, encumber the funds, and process advance requests (if applicable).  Advance checks will be available approximately three days prior to travel commencement at the Cashier’s Office. 

5.         The traveler has the responsibility for cashing travel advance checks at a bank or some other institution.  The Cashier’s Office will cash advance checks only if time is of the essence and if a sufficient amount of University cash on-hand is available.

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