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Business and Financial Policies and Procedures

Close a Travel Advance

Before You Begin

Travel advances must be promptly accounted for and/or repaid upon completion of the travel. Travel advances not closed within 60 days of travel may be reported as taxable income in accordance with IRS regulations. Travel advances not closed within 90 days may be deducted from the employee's wages.

Begin

To close a travel advance:

If there is CASH OR CHECKS to be returned

  1. Return the cash or check along with the Travel or Program Advance Closure form to your campus University Student Financial Services and Cashiers Operations (USFSCO). Keep the deposit receipt to submit in TEM (Travel and Expense Management System). Do not send cash or checks directly to University Payables (UPAY).
  2. Log in to TEM. In the Create New area, select the Expense Report icon. Consult the job aid for System Navigation if you need help identifying the icon.
  3. Proceed through the screens. For step-by-step instructions, consult "After the Travel" in the Open and Close a Travel Advance job aid.
  4. UPAY reviews the expense report to ensure the funds were spent in accordance with University policy.
If there is NO CASH to be returned
Follow the above steps #2 through #4.

Related Policies and Procedures

Open a Travel Advance

Additional Resources

TEM Resource Page
Business Travel
Job aid for System Navigation
Job aid for Open and Close a Travel Advance
University Payables Training Materials
What Approving or Signing a Document Means
Campus USFSCO office locations and hours:
    Urbana
    Chicago
    Springfield

Last Updated: May 20, 2016 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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