Policy: 302-Travel Advances
Date: 03/30/06
Statement of Policy:
We have researched ways to avoid travelers having to pay out of pocket expenses without the added paperwork and monitoring of travel advances. Options for paying these expenses are the US Bank Travel Card, travel authorized UW Madison Purchasing Cards and personal forms of payment (cash, personal credit cards). These mechanisms cover most of the expenses encountered by travelers. As a result, we have developed the following policy:
- Staff who travel should apply for and use the US Bank Travel Card or their personal credit card for lodging, meals, and rental cars .
- Airfare must be booked using a US Bank Travel Card, a departmental Purchasing Card or by using a personal form of payment and then filing for reimbursement. Registration fees can be paid by mechanisms above or as a direct payment to the vendor. Requests for advances, which include airfare and registration, will no longer be approved.
- Travel Advances are available under the following special conditions, listed below. The Dean's and Directors' offices have the authority to determine if these conditions are met and approve the travel advance. The minimum amount of a travel advance request has been raised from $50 to $100 unless covered under one of the bargaining agreements mentioned below. Once signed by the Deans/Director's representative, the advance will be processed without further examination of the need for the advance if:
- Does not qualify for the US Bank Travel Card
- The employee is covered by one of the union contracts requiring the availability of travel advances for their members (e.g., WSEU, WPEC, and Nurses contracts)
- Does not qualify for an individual travel advance if the employee is accompanying or is responsible for the travel of a group. Please see Cash Advance section.
- The employee is traveling for an extended period of time (ten days or more)
- The employee is traveling to a remote destination (where credit cards are not accepted)
- The advance is necessary to cover incidental travel costs and supplies not covered by a US Bank Travel Card or personal credit card
- Approved moving expenses are to be reimbursed
- There are other extenuating circumstances approved by the Dean
- Travelers must account for travel advances within 30 days of the end of the trip. Accounting Services will send one email reminder to the Dean/Director's office, with a copy to the traveler, regarding accounting for a travel advance. Accounting Services will not attempt to contact the traveler or Dean/Director's Office the day before initiating a payroll deduction for delinquent travel advances. Travel Expense Reports on funds 133 must be sent to Research and Sponsored Programs prior to audit & payment processing. Please allow time for this step when meeting deadlines.
Related Procedure(s):
Who should know this policy?
Deans, Directors, employees who travel and staff who prepare travel reimbursements
Related Documents:
Contacts:
Dean/Director’s Business Office may contact Terri Gill with questions.
Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions