A.    Purpose.

Explains policy and procedures regarding travel advances for official university travel.

B.    Scope.

Applies to all university departments and activities.  However, not all university employees are eligible for travel advances, as noted below.

C.    Policy.

The university reimburses travel expenses in accordance with the regulations of the State of North Carolina Office of State Budget and Management.  In order that personal funds will not be required, the university offers American Express travelers cards (see TRA 1.17) to qualified UNCW employees in lieu of travel advances. Travel advances will not be provided to non-state employees. Travel advances will be issued only in the following situations:

- Traveler is not eligible for an American Express travel card.
- Traveler has lost his/her card, and the replacement card has not yet been received.
- Traveler has applied for, but has not yet received, a card.
- Adequate lodging cannot be reasonably obtained by using the American Express card.
- Team travel.
- Other exceptions as approved in advance by the Associate Vice Chancellor for
  Business Affairs. (A written statement should accompany the check request and
  should be forwarded to the Associate VCBA for approval.)

If any of the above criteria are met, advances may be obtained for authorized travel via check request. The travel advance should not necessarily represent the total cost of the trip. Travel advances are limited to 90% of estimated out-of-pocket costs paid for by the traveler which are reimbursable by the state. Items which should not be included on the advance request include airline tickets, motel deposits, advance registrations fees, etc.

D.    Procedures.

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 TRA 1.11).

Accounting must receive both the check request and the approved Travel Authorization form at least three (3) workdays prior to the date the travel advance check is requested.

2.    Issuance of Travel Advance Checks.
Travel advance checks are available by 4:00 p.m. on the date requested on the check request. Travel advance checks will be distributed as indicated by the employee on the check request.

3.    Reimbursement.
Any travel advances issued must be indicated and deducted from total travel costs on the Travel Reimbursement form. See Procedure TRA 1.16 for further instruction concerning reimbursement.