Travel Services (TRA)
POLICY 6
Effective Date: 12/01/2000
Last Modified Date: 12/19/2000
General
Travel advances may be made when necessary to enable faculty or staff to travel to foreign countries only. Students may receive advances as necessary to travel on official University business. All other advances will be made by the traveler using the Diner's Club Card as expenses are incurred.* These advances are, in effect, loans made to travelers. The traveler is responsible for prompt repayment of any advance or loan and must seek reimbursement for expenses incurred by submitting Part II of the Travel Request form. Travel advances are not issued for less than $50.00 unless it is a registration fee payable to the association or to a student. Travel advances will not be issued to non-employees.
In the case of foreign or student travel, Part I of the Travel Request form must be submitted to Travel Services, with Advance Requested block checked, to request a travel advance.
The following rules apply to requesting and repaying travel advances.
Issuance of Travel Advances
Walk Through
Campus departments walking through travel advance forms to Travel Services by 3:00 p.m. may pick up the travel advance check after 1:00 p.m. the next day. For those forms brought in after 3:00 p.m. advance checks will be ready on the second day following at 1:00 p.m. (e.g., brought in Monday at 4:00 p.m., ready Wednesday at 1:00 p.m.).
Travel advances may be requested when necessary for foreign travel or for students no more than 10 work days in advance of the date of departure as shown on Part I of the Travel Request form.
Advance 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. (See TRA Policy 10.) All other travel expenses should be charged to the Diner's Club Card. All travel advance checks are returned to the requesting department.
Foreign Currency
Advances for payment of hotel room deposits and/or conference registration will be issued in foreign currency when requested. These advances may also be paid by wire transfer if necessary. Call the Travel Services Office at 962-0210 for details.
Repayment of Travel Advances
Ten-Day Limit
Within ten (10) days following the completion of the travel, Part II of the Travel Request form must be submitted to Travel Services or the advance must be repaid. Any excess advance must also be promptly repaid.
Salary Deduction
If the travel advance is not repaid or accounted for, the signed travel authorization authorizes deduction of the advance amount from the employee's salary. If the traveler is no longer employed by the University, the department will be charged for the outstanding travel advance.
Trip Cancellation or Delay
If a travel advance is obtained and the trip is not taken, the advance must be repaid immediately. If the trip is postponed beyond the current quarter, the advance must be repaid and a new advance obtained against a new Travel Authorization.
Repayment by Check
Travel advance repayments should be made by check. DO NOT SEND CASH. If a personal check is returned for insufficient funds, the traveler will be contacted. The amount may be deducted from the employees's salary if this situation is not rectified within 30 days of notification.
Reminder Notice
Twenty days following the indicated completion date of the trip, a written notice is sent by the Travel Services Office to any employee with an outstanding travel advance. See TRA Appendix 4, Follow-Up on Repayment of Travel Advances.
Additional Information
See also TRA Policy 13, Citicorp Diner's Club Business Travel Card.
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