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Policies and Procedures

Procedure 1304.1 – Requesting a Travel Advance

Effective
December 1, 2000
Last Updated
December 18, 2014
Last Reviewed
December 12, 2014
Responsible University Officer
Director of Systems and Operations
Responsible Unit
Systems and Operations

Procedure Statement

University travelers may receive travel advances in certain situations. The advance should be requested via the Web Travel system, which allows departments to submit for approval and generate payment for registrations, travel cash advances, travel cash advance reconciliations and travel reimbursements.

Forms and Instructions

The advance is requested online via the Web Travel request. Instructions can be found in the Web Travel Manual on the Finance and Accounting Training webpage.

If a traveler chooses to pay for conference registration with their own monies, Travel Services may issue the amount as a Travel Advance to reimburse the cost only if there is a justification in the Notepad section, providing the reason the traveler paid for the registration instead of following the preferred procedure of requesting the University issue registration payment to the conference vendor directly (see Policy 1309, Registration Fees) on behalf of the traveler via Travel Authorization.  Any registration request payable to the traveler and missing the required justification will be denied and sent back to the preparer.

If an exception is granted and a Travel Advance is issued for registration costs, the preparer will need to include the registration fee in the reimbursement details section of the Travel Reimbursement document in order to settle/reconcile the travel advance.  If registration payment is issued directly to the conference vendor, the amount does not need to be included in the reimbursement request.

Related Data

1304.1.1rd - Notice of Open Travel Advance

History

Revised:
December 18, 2014: Added information about justifications and exceptions for travel advances.
October 1, 2014: Updated Web Travel training information.
January 4, 2011