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General Policy and Procedure


03.015:  Travel Advances


Status:

Approved on November 21, 2008Signatures and dates
on archival copy

Effective:

when approved 

Initiated by:

Frank Corris
Chief Procurement Officer		 

Endorsed by:

The Ohio University
Executive Staff

Kathy Krendl
Executive Vice President
and Provost		 

Approved by:

Roderick J. McDavis
President		 

Date of Approval
Following Last Full Review:

November 21, 2008 


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Purpose

This policy provides for the payment of travel advances to university employees.


Plan

The Travel Office provides cash advances for University personnel traveling on official University business only when the University Purchasing Card program cannot meet their needs.

  1. Travel advances may be issued:

    • for group travel with students when group needs otherwise make credit card use impractical.

    • for travel to a remote geographical area where a credit card is not accepted.

    • for standing advance, on an exception basis, for employees whose responsibility requires extensive work time away from campus. Standing advances are limited to $500 per employee.

  2. Travel advances are issued only when pre-travel issue of funds is justified by the circumstances of travel, and when the University purchasing card cannot meet the traveler's needs.

  3. Only one outstanding travel advance per staff member will be permitted.

  4. Travel advance checks will not be issued more than 7 calendar days prior to the travel date.

  5. No cash advances will be made for less than $200.

  6. Refund of remaining dollars, and substantiation of expenses through the use of a Travel Expense Report or Direct Payment Form (as appropriate), must be made within 15 calendar days of the end of the trip.

  7. Rapid Reimbursement of the TER is not permitted when a travel advance is involved with the trip.

  8. Travelers who are delinquent more than 60 calendar days, in substantiating expenses or refunding remaining dollars:

    • will be subjected to Payroll deduction of the total outstanding balance;

    • will be ineligible for future travel advances.


Policies and Procedures


I.  Application

Request a travel advance by completing a Travel Advance Form. Submit the completed form to Procurement Services, 213A HDL Center, at least ten (10) calendar days prior to travel.


II.  Approvals

The form must be approved and signed by the appropriate Dean or Planning Unit Head, or designee, and forwarded to Procurement Services, 213A HDL Center.


III.  Receiving the Advance

The check will be mailed to the traveler or direct deposited into the traveler's bank account, according to his or her instructions on the travel advance form. For direct deposit of the travel advance, traveler must be signed up for Payroll Direct Deposit. To sign up, use the Direct Deposit Authorization Form.


IV.  Accounting for Expenses and Returning Remaining Dollars

Within 15 calendar days of return from the travel, the employee will:

  1. Submit a Travel Expense Report or a Direct Payment Form, as appropriate, to Procurement Services, 213A HDL Center, substantiating all expenses, and

  2. Refund any dollar amount remaining:

    • refunds of cash must be made only at the Bursar's window in Chubb Hall, and the refund receipt must be attached to the TER or DP;

    • refunds may also be made by personal check attached to the TER or DP, as appropriate.

(See also the instructions on the Travel Advance Form and Travel Expense Report.)

After 15 calendar days, notification of the deliniquent status will be sent to the traveler and the department head or chair. Until the traveler has accounted for all expenses, no further travel advances or travel-related reimbursements will be issued.

After 60 calendar days, any outstanding balance will be deducted from the employee's paycheck.


V.  Exceptions for Intercollegiate Athletics ("ICA") Team Travel

All provisions above apply as stated, unless explicitly modified here:

  1. For team travel expenses, ICA coaching staff members are permitted multiple non-delinquent travel advances during their sport's season, including travel for post-season competition.

  2. If a travel advance becomes delinquent, no further advances will be issued until the delinquency is resolved.

  3. Within 30 calendar days of return from the group travel, the employee will submit a Travel Expense Report or a Direct Payment Form, as appropriate, to Procurement Services, 213A HDL Center, substantiating all expenses, and

  4. Within 15 calendar days of return from the group travel, the employee will refund any dollar amount remaining:

    • Refunds of cash must be deposited only at the Bursar's window in Chubb Hall, and the refund receipt must be attached to the TER or DP; or

    • Refunds may be made by personal check attached to the TER or DP, as appropriate.


Reviewers

Proposed revisions of this policy should be reviewed by:

  1. President

  2. Executive Vice President and Provost

  3. Executive Staff

  4. Senior Associate Vice President for Finance

  5. Associate Director of Athletics for Business

  6. Policy and Procedure Review Committee


Forms

The following forms are specific to this policy:

  1. The Travel Advance Form is available through http://www.ohio.edu/finance/forms/; select "Travel."

  2. The Travel Expense Report is available through http://www.ohio.edu/finance/forms/; select "Travel."

  3. The Direct Payment Form is available through http://www.ohio.edu/finance/forms/; select "Travel."

  4. The Direct Deposit Authorization Form is available through http://www.ohio.edu/finance/forms/; select "Payroll."


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Dick Piccard revised this file (http://www.ohiou.edu/policy/03-015.html) on November 26, 2008.
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