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|Approved on November 21, 2008||Signatures and dates
on archival copy
Chief Procurement Officer
Executive Vice President
|Roderick J. McDavis|
Date of Approval
|November 21, 2008|
This policy provides for the payment of travel advances to university employees.
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.
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.
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.
Only one outstanding travel advance per staff member will be permitted.
Travel advance checks will not be issued more than 7 calendar days prior to the travel date.
No cash advances will be made for less than $200.
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.
Rapid Reimbursement of the TER is not permitted when a travel advance is involved with the trip.
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.
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.
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.
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.
Within 15 calendar days of return from the travel, the employee will:
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.
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.
All provisions above apply as stated, unless explicitly modified here:
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.
If a travel advance becomes delinquent, no further advances will be issued until the delinquency is resolved.
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
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.
|Administrative Policy Manual
Andrea Swart revised this page
(https://www.ohio.edu/policy/03-015.html) on March 15, 2017.
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