University Travel Advances

Travel advances may be issued to students and for student group travel only. An employee may request an exception to this policy in writing to the Accounts Payable Manager. Each request will be reviewed and approved on a case by case basis.

The minimum amount for an advance is $100.00 and will be issued no earlier than two weeks prior to departure.

A travel advance will not be issued if an advance is past due for a prior trip.

Collection procedures will be initiated if the Travel Claim has not been received in Accounting Services within 30 days after completion of the trip. In some cases, an unrecovered advance may be charged to the chartfield indicated on the Travel Application.

Collection Process

  • 30 days past due – Courtesy memo to the recipient
  • 45 days past due – Notice to the recipient of pending Payroll deduction or Student Financial Hold.
  • 60 days past due – Payroll Deduction or Student Financial Hold will be processed.

If collection procedures are initiated more than three times for the same recipient due to an outstanding travel advance, no future advances will be issued.