Financial Services
Policies and Procedures - Travel
Policy 9 - University Travel Advances
General
When state employees travel on state business, a travel advance may be requested. Travel advances are not available to non-employees unless signed for by a full time employee who assumes responsibility for repayment. A travel advance should not be requested unless it is necessary, and if requested, the advance request cannot be less than one hundred dollars ($100) or greater than the estimated cost of travel. A travel advance is a loan to the employee. Therefore, it is the responsibility of the employee to be sure that the advance is either repaid or cleared by submitting Travel Authorization/Expense Report (TRV-1), and repaying any excess advance. Failure to repay the travel advance within 10 days of return from trip will lead to payroll deduction of the advance amount from the employee's next payroll check. If a payroll deduction is made from an employee's payroll check to repay a travel advance, the employee forfeits the right to participate in the travel advance program and will no longer be eligible to receive travel advances.The University sponsors an American Express card for frequent travelers. This card should reduce the need for Travel Advances. See Travel policy 13 for more information regarding this card.
Advance Request
A travel advance must be requested on a Travel Authorization/Expense Report, Form TRV-1, which must be submitted to the Accounting Office two (2) weeks prior to intended travel. On Form TRV-1 the sections "Travel Authorization" and "Travel Advance/Costs Paid in Advance of Trip" must be completed with authorizing signature(s). A copy should be sent to Accounts Payable and the original should remain with the traveler for completion at the end of the trip.Blanket Travel Advance
For employees who travel each month, an annual advance of funds may be issued equal to one month's average monthly expense. Each month, a reimbursement request will be filed for payment for expenses incurred the previous month. The blanket advance must be repaid as of June 20 annually. If it is determined that the monthly reimbursement has averaged less than the annual advancement, the advance must be reduced to the newly established amount.Issuance of Travel Advance
The advance may be issued no sooner than five (5) calendar days prior to travel.Second Travel Advance
A second travel advance can be made only if the traveler has submitted a Travel Authorization/Expense Report (TRV-1), covering the first advance. No more than two (2) travel advances can be outstanding to any traveler at any one time.Repayment Of Travel Advances
Within ten (10) days following the completion of the travel, a Travel Authorization/Expense Report (TRV-1) for travel expenses, must be submitted to the Accounting Office or the advance must be repaid. Any excess advance must also be promptly paid. Travel advance repayments should be made by check payable to UNCG. DO NOT SEND CASH. If a reimbursement request form is not filed within ten days after completion of travel, the entire advance amount will be deducted from the employee's next payroll check. If a payroll deduction is made from an employee's payroll check to repay a travel advance, the employee forfeits the right to participate in the travel advance program and will no longer be eligible to receive travel advances.Trip Delay Or Cancellation
If a travel advance is obtained and the trip is not taken, the advance must be repaid within forty-eight (48) hours of cancellation. If the trip is postponed, the advance must be repaid and a new advance obtained against a new Travel Authorization/Expense Report, Form TRV-1.