Payment Processing - Travel Advances
RELATED POLICY STATEMENT(S):
July 1, 1993
This procedure contains guidelines for processing travel advances, in addition to those specified for normal Non-Purchase Order payment processing.
Direct Pay Request (DPR)
The request for a travel advance should be submitted to the Controller's Office on a DPR form. Refer to Section VI (STANDARD FORMS) of this manual for instructions on completing this form. Copies of conference registrations or similar documents will serve as documentation to support this request. As noted in the Accounting Policy, travel advances are only provided for meals and incidental expenses while in travel status. Travel advances may not be requested more than seven (7) calendar days prior to the date of travel, and a second advance will not be provided until the first advance has been properly accounted for with the Controller's Office.
A travel advance should be documented on the Travel & Business Expense Report form forwarded with the advance (discussed in APPR 06, Payment Processing - Travel & Business Expense Reports) within seven (7) calendar days of the traveler's return. Since all travel advances are logged and monitored by the Controller's Office, the department will be contacted within thirty (30) calendar days after the last date of the travel if a Travel & Business Expense Report has not been received.