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Business and Financial Policies and Procedures

Open a Travel Advance

Before You Begin

Travel advances may only be issued to employees (including student employees) for domestic travel of 7 or more consecutive days, international travel, or for group travel when detailed information on how the advance will be spent is provided. Advances are provided only for expenses that cannot be charged on a University Travel Card (T-Card).

Only one travel advance can be given at a time to the same employee. The payee is personally responsible for the safe keeping and repayment of the advance. Lost or stolen advances cannot be replaced using any type of University fund.

Travel advances must be closed, accounted for, and/or repaid promptly upon completion of the travel, preferably within 15 days. Travel advances not completed within 60 days of travel may be reported as taxable income in accordance with IRS regulations. Advances not closed within 90 days may be deducted from the employee's wages.

For information about using a bank account in a foreign country, consult Manage Foreign Bank Accounts.

Begin

To open a travel advance:

  1. Estimate how much money will be needed for the travel. Provide detailed information about how the funds will be spent and how the travel benefits the University. Allow at least 2 business days for processing. Travel must take place within 7 business days of receiving the advance.
  2. Log in to TEM (Travel and Expense Management System). 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 the Open and Close a Travel Advance job aid.
  4. UPAY reviews the request and processes for payment. Payees will be notified at their University email address when the payment is deposited to their payroll bank account.

Related Policies and Procedures

Manage Foreign Bank Accounts
Close 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

Last Updated: June 5, 2013 | Approved: Senior Associate Vice President for Business and Finance | Effective: September 2012

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