Requesting and Repaying Advances
Procedures for processing travel advances are slightly different on each campus, so please refer to instructions that apply on your campus:
Chicago | Springfield | Urbana
Chicago Campus
The Invoice Voucher/Travel & Program Advance (MS Excel) must be properly completed and signed by an authorized departmental representative. Submit the completed, approved form to the Office of Business and Financial Services, University Payables for processing. The individual receiving the advance must present proper identification.
Repaying or Clearing Travel Advances
Funds for advances are limited; therefore, a properly completed and approved travel voucher or invoice-voucher should be submitted within 15 days after the completion of each trip or purchase to clear the advance. If not repaid in a reasonable time, the University may deduct from the traveler's paycheck, any sum necessary to repay the advance. The travel or invoice voucher should contain the amount of the advance received and the reference number of the advance form.
Springfield Campus
Individuals requesting an advance of University funds must prepare the Invoice Voucher/Travel & Program Advance (MS Excel) and obtain proper approvals on the form. The form is available from the Accounting Office, BSB 99. It should be submitted to the Office of Business and Financial Services, University Payables for processing. The individual receiving the advance must present proper identification.
Repaying or Clearing Travel Advances
Funds for advances are limited; therefore, a properly prepared and approved travel voucher must be submitted within 15 days after the completion of each trip to clear the advance. If the advance is not repaid within a reasonable time, the University may deduct any sum necessary from the traveler's paycheck.
Urbana-Champaign Campus
Use the Invoice Voucher/Travel & Program Advance (MS Excel) form to request temporary travel advances for official University travel. Payment of travel advances is not made earlier than 48 hours (2 business days) before estimated departure date. Submit a properly completed and approved form to University Payables, Illini Plaza Building Suite 210 MC-660, 1817 South Neil Street, Champaign IL 61820 for approval. Submit the first copy of the approved form to the Cashier, Room 100 Henry Administration Building. The individual receiving the advance must present proper identification. Travelers are allowed only one outstanding advance.
Repaying or Clearing Travel Advances
Funds available for travel advances are limited. Therefore, a properly completed and approved travel voucher must be submitted to the Office of Business and Financial Services, University Payables, Illini Plaza Building Suite 210 MC-660, 1817 South Neil Street, Champaign IL 61820 or taken to Room 100A Henry Administration Building, within 15 calendar days after return from travel status. If the advance is not cleared within 15 calendar days, the amount of the advance may be deducted from the traveler's paycheck.
Last Updated: September 22, 2011