R05.02.060(14)
- Cash advances should be only approved in special circumstances and when absolutely necessary. Other methods of payment should be utilized when possible.
- Advances for individual or group travel may be issued to the traveler, at the discretion of the Travel Administrator, if the anticipated reimbursable expenses exceed $100.
- Advances allowed when necessary but shall not exceed estimated expenses.
- As a general rule, travelers should use the corporate travel card to pay for lodging, meals, transportation and incidentals. If a cash advance is necessary, the corporate travel card may be used for cash advances. Cash advances in the form of a university-issued check are strongly discouraged and only available as a last resort.
- Advances secured through corporate travel cards shall not exceed $1,200 per month and/or $300 a day without approval of the university card administrator.
- Advances must be submitted or approved by the traveler and follow the request approval process.
- Advances shall not be disbursed any earlier than necessary for the business need.
- Unused advance funds must be repaid to the proper advance account within 15 days of trip completion.
- Uncleared advances may be deducted from an employee’s pay, or from subsequent expense report if submitted within 3 months, if an expense report is not submitted or amounts due to the university on an expense report are not paid.
- Advances will not be given to traveler that has over $2,500 of advances that have not been accounted for on an expense report.
- Advances may be issued to non-university employees if approved by the Travel Administrator.