Traveler and Unit Responsibilities
Travelers are responsible for all travel advances. The payee is responsible for the funds, even if the payee or traveler delegates someone to pick up or return the advance to the Cashier. University funds may not be used to replace lost or stolen advances (see Section 10, Cash Handling and Section 14.10, Foreign Bank Accounts of the Business and Financial Policies and Procedures manual).
Unit Responsibilities
Unit heads or delegates limit the total amount of the advance to per diem and any anticipated authorized reimbursement of miscellaneous business expenses, such as storage, baggage handling, taxi fare, rental of room for official business, etc. Advances should not be used to defray lodging or transportation costs except in very unusual and justifiable circumstances.
Estimated Funds Needed for Advance
Travel advances are authorized for a reasonable amount for the travel involved and do not include funds for major transportation expenses when a P-card or personal credit card can be used. Use the Potential Expense Items table to calculate the estimated amount needed.
| Potential Expense Items |
Estimated Amount |
| Per diem times # of days = |
$ |
| Transportation = |
$ |
| Lodging times # of days = |
$ |
| Miscellaneous expenses = |
$ |
| Estimated Maximum |
$ |
Last Updated: October 1, 2009