To obtain a travel advance, please submit a completed Advance Request Form.

Airline tickets, conference registration fees, and hotel deposits may be reimbursed as a travel advance when purchased, must be accompanied by an original itemized receipt or proof of purchase at the time of the advance, and must be approved by the appropriate Department Head, Dean or Vice President.

A completed Travel and Expense Report and all unused advance funds must be submitted within fourteen (14) days of the completion of the trip.  Advanced funds must be included on the Travel and Expense Report form and will be deducted before reimbursement funds are issued.  Documentation for completed trips with outstanding travel advances must be submitted before additional funds may be requested.

For employees who have applied for and not yet received an Employee Charge Card, travel advance funds are available for traveling on College business in order to cover reasonable out-of-pocket expenses.  Requests for amounts over $150 must include a budget that is reasonably calculated not to exceed the amount of anticipated expenses for College business, must be signed by the appropriate Department Head, Dean or Vice President, and will be distributed to the employee through banking direct deposit.  In the infrequent and unusual circumstance when an 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.

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 will be issued to the employee.  It is the traveler’s responsibility to obtain the required foreign currency from his/her bank or from the College’s bank: TD Bank, N.A.