Procedure

This policy has been reformatted for ease of reading and understanding. Revision to the content of the previously published policy effective August 17, 1995, are indicated by .

A.    Procedure

1.    Requesting Travel Advances


Travel advances are requested for eligible university employees on a check request form. A brief explanation for the requested advance should be written on the face of the check request. The explanation should conform to the situations listed in the policy statement where advances are permitted. (Example: lost charge card, employee not eligible for charge card, team travel, etc.)

Check requests for travel advances must be accompanied by a completed and authorized Travel Authorization form (see 05.177).

Accounting must receive both the check request and the approved Travel Authorization form at least one week prior to the date the travel advance check is requested.

 

2.    Issuance of Travel Advance Checks


Travel advance payments are direct deposited to the employee's bank account. Travel advances will not be paid more than 10 working days in advance of the departure date.

 

3.    Reimbursement


Any travel advances issued must be indicated and deducted from total travel costs on the Travel Reimbursement form. The reimbursement should be submitted within 10 days following travel. See Procedure 05.182  for further instruction concerning reimbursement. Any excess advance must be promptly repaid by check made payable to UNCW.

 

4.    Trip Cancellation or Delay

If the trip is not taken the travel advance must be repaid immediately by check made payable to UNCW.

 

5.    Repayment by Check

All travel advance repayments must be made by check payable to UNCW. Checks should not be put in the mail. Return to the Travel Department located in Hoggard Hall Room 149.