Travel advances are intended to cover out-of-pocket costs for employees traveling for an extended period of time or to reimburse employees for up-front costs, such as airfare or registration fees paid months in advance. Upfront cost should not be reimbursed via the check request document.
Travel advances are requested via an on-line travel advance (TA) document.
Policy / Guidelines
- Travel advances will not be approved more than 30 days prior to the trip unless the employee demonstrates a need to pay travel expenses before the trip has been taken or is taking back-to-back trips.
- Advances should be requested under the name of the employee and should not be combined with advances for other individuals.
- Advances may be given to non-employees participating in university business related travel, but should be rare; advances payable to a company or business entity are not allowed.
- Advances must be substantiated by filing a travel expense statement in a timely manner (generally 15 days) after the completion of the trip. Outstanding advances will be considered delinquent 30 days after the completion of the trip date.
- Additional travel advances may be disapproved if an employee has delinquent advances. The university is required by IRS regulations to report all unsubstantiated advances as taxable income to the recipient. Therefore, advances greater than 90 days delinquent may be added to the employee’s gross wages and the appropriate tax will be withheld from their next paycheck. The amount of the travel advance will be treated as an expense to the department.
- In certain circumstances, advances for business expenses not related to travel may be necessary. These will be approved by Accounts Payable on a case by case basis and should be rare.