1. Eligibility

Funds may be advanced to permanent employees for expenses to be incurred in approved travel on University business. Non-permanent employees may not receive travel advances.  State Employees who have been issued state credit cards for travel purposes will not be issued travel advances, unless there is substantiated justification.

2. Procedures for Advance Requests

The request for funds must be submitted to the Controller’s Office on a form titled “Request for Advance for Travel and Other Expenses Incurred in the Discharge of Official Duty” at least two weeks prior to the date of need to provide adequate time for check preparation.  Advances must not exceed the estimated cost of the trip and may not be issued more than five (5) working days prior to the date of departure.  Exceptions to the five (5) working day rule are as follows:
• Advances for payment of hotel room deposits and conference registration will be issued earlier if required to insure conference lodging and registration.
• Advances for airfare will be issued earlier in order to obtain “super saver” rates.

3. Clearing Advance

The traveler must clear the advance by submitting a completed “Travel Authorization and Reimbursement Form” within 30 days after the travel period.  Advances must be deducted from the reimbursement request and a check for the net amount due (if any) will be issued to the traveler.  In the rare event that the advance exceeds total expenses claimed, the traveler must attach to the reimbursement request a check for the excess, payable to the University.  No subsequent advances can be made until the advance is cleared.  All travel advances must be cleared prior to June 30th of each fiscal year.
4. Trip Delay or Cancellation

If a travel advance is obtained and the trip is not taken, the advance must be repaid immediately.  If the trip is postponed, the advance must be repaid and a new advance obtained.

9.11.02 Travel Reimbursement

1. Procedures for Reimbursement Requests

Immediately following the travel period, a “Travel Authorization and Reimbursement” form should be submitted to the Controller’s Office.  Both the traveler and the accountable officer for the budget to be charged must sign the travel reimbursement request.  If the individual to be reimbursed is the accountable officer for the budget to be charged, then a counter signature must be obtained from the administrator next in line.  The state requires that all requests for reimbursement must be filed no later than 30 days after the period of travel ends. “Period of Travel” is defined as the month during which the travel occurred.
2. Documentation Required

All requested information should be provided on the reimbursement form and required receipts should be attached.  Receipts are required for the following expenses:
• Airfare, bus or train tickets
• Rental cars
• Parking claims, tolls and storage fees
• Airport shuttles
• Taxi fares
• Lodging
• Excess meal allowances (when pre-approved for out-of-country travel)
• Registration fees
• Phone calls in excess of $5.00
Other documentation may be requested by the Travel Auditor as a result of her review of the request for reimbursement.