Cash Advances

Travel Cash advances are only allowed for:

  • Field trips

  • Foreign travel

A travel cash advance may not be requested by anyone who already has an open cash advance.

 Requesting a Cash Advance

  • Fill out a Travel Authorization at least 3 weeks in advance of trip.

  • Fill out a Check Request in the traveler’s name referencing your TA number for the amount you are requesting to cover meals, lodging, and general travel.

    •

  • Fill out Cash Advance Form and attach to the Check Request.

  • Get the appropriate signatures needed.

  • Forward to the Travel Department in the Office of the Controller.

  • Allow 5 days for processing.

 Closing out a Cash Advance

All Cash Advances must be closed out within thirty (30) days after returning from the trip.

Be sure to save ALL of your receipts. When you return from your trip you will need to do the following:

Fill out a “dummy” Travel Reimbursement Request. (TRR)

Note: you will not need signatures for your TRR when closing out a cash advance, unless you are owed money. If the cash advance was more than the trip actually cost, then you will owe the University the remainder. This cash will need to be hand delivered to the Travel Account Specialist in the Office of the Controller. The reason for filling the TRR out is merely for breaking down your travel expenses for coding purposes.

Complete an IV (Intramural Voucher) and get appropriate signature(s).

Attach the TRR and the original receipts to the back of the IV.

  • If you are eligible for a reimbursement above the cash advance, then you will need to forward the original TRR with signatures and original receipts to the Office of the Controller separate from the IV. You will need to attach a photocopy of the TRR and photo copied receipts to the IV.

  • If you are not claiming a reimbursement or owe the University money, then all originals need to be attached to the original IV.

Forward all paperwork to the Travel Account Specialist in the Office of the Controller.

TRAVELER’S CHECKS

  • Traveler’s Checks may be requested by anyone traveling overnight in excess of 3 or more consecutive days.

  • Traveler’s Checks may NOT be requested for the day you leave or the day you return. They may only be claimed for full days of travel.

  • A maximum of $50.00 per full day may be requested.

How to Request Traveler’s Checks

  • Complete a Travel Authorization and mark the Traveler’s Check area and fill out the number of days and amount.

  • Call IT Travel Agency at 8747 (TRIP)

  • Fax (232-0349) or hand carry a copy of your Travel Authorization to IT Travel Agency at 7th and Ohio.

Traveler’s Checks are considered to be cash in most instances. Because of this, IT Travel will not hand deliver them to your department. Instead you will need to pick up your Traveler’s Checks.

 

<<BACK

NEXT>>