To obtain a travel advance, please submit a completed Advance Request Form to Cashiering at 221 Lane Hall.
Cash advances up to $150 are available for employees traveling on College business in order to cover reasonable out-of-pocket cash expenses. Requests for cash amounts over $150 must include a budget that is reasonably calculated not to exceed the amount of anticipated cash expenses for College business, must be signed by the appropriate Department Head, Dean or Vice President, and will be distributed to the employee in the form of a check. (Disbursement checks are processed weekly on Thursday and are mailed to the employee’s home address, so advance planning may be necessary.) In the infrequent and unusual circumstance when a cash advance request exceeds $1,000, the request must be accompanied by a detailed budget and will need the additional review and approval of the Accounting Office.
A completed Travel Expense Report and all unused cash advance funds must be returned to Cashiering at 221 Lane Hall, within ten (10) days of the completion of the trip. Cash advances must be noted on the Travel Expense Report form and will be deducted before reimbursement funds are issued. Documentation for outstanding travel advances must be submitted before additional funds may be requested.
Airline tickets and conference registration fees may be reimbursed as a travel advance when purchased, must be accompanied by an original receipt or proof of purchase at the time of the advance, and must be approved by the appropriate Department Head, Dean or Vice President. Upon completion of the travel, airline ticket and conference registration advances must be reported on the Travel Expense Report form. All advances will be deducted before reimbursement funds are issued.
Occasionally, a planned trip is changed or cancelled, resulting in an unused airline ticket that was paid for with College funds (either as a travel advance or an expense reimbursement.) It is the traveler’s responsibility to make every effort to apply the unused airline ticket credit toward approved future College business travel.
All refunds received by an employee for expenses related to a changed or cancelled trip, including refunded conference registration fees, must be brought to Cashiering at 221 Lane Hall for proper crediting back to the Department charged.
For travel advance requests that require foreign currency, a travel advance check will be issued to the employee. It is the traveler’s responsibility to obtain travelers checks or foreign currency from his/her bank or from the College’s bank: TD Bank, N.A.