Travel advance

What it is...

A travel advance is a cash loan to an employee traveling on College business without a College purchasing card or traveling for an extended period of time with travel plans including patronizing locations that do not accept credit cards as a form of payment.

A check is issued to the employee in an approved amount. Employee deposits check into their personal account and pays for business expenses. Employee keeps receipts for the business expenses and submits a reconciliation within 30 days or can become taxable.

Request a Travel Advance

A completed and approved Travel Advance Form is required in order for a check to be issued.

Complete Part I of the Travel Advance Form with appropriate authorization. Allow 7-10 business days for processing.

Travel Advance Settlement

The reconciliation process requires completion of Part II of the Travel Advance Form.

  • Submit along with original documentation / receipts to Accounts Payable within 30 days.
  • Unsubstantiated expenditures may need to be reimbursed or may be taxable to the employee per IRS regulations.
  • Foreign expenses must be converted to US currency. See Foreign Transactions page for additional details.