TRAVEL ADVANCES (Employees Only)

Travelers may obtain an advance of $100 a week, up to a maximum of $300 to cover out of pocket expenses that cannot be reasonably charged to their corporate card. Students and support staff are also eligible for advances.

Any traveler participating in extended field trips to remote areas (foreign or domestic) may obtain a larger advance regardless of whether or not they have a corporate card.

Travel advance requests over $500.00 must have an itemized list of the anticipated expenses on the Travel Advance Form.

Travelers will account for the advance within ten working days after the end of the trip.

If an advance is outstanding for 90 days or more, no further advances will be issued to any employees of that department, until all outstanding advances are cleared.

IRS regulations state that all travel advances and airline tickets purchased by the University must be accounted for within 120 days of the trip. Travel advances that are outstanding in excess of 120 days will be reported as taxable income to the employee.

Travel Advance forms are available in the Travel Office. Contact Paula Kolacia at Ext. 8431.

The forms must be signed by your Division Administrator or Paula Kolacia and returned to the Travel Office for processing through the University. It may take five to ten days for the University to generate a check (usually less) so please plan ahead. Emergency checks can be arranged with sufficient justification and the Controller's Office approval.