Procedure: 302-Travel Advance
Date: 10/17/03
Statement of Procedure:
REQUEST FOR TRAVEL ADVANCE (2199): A Travel Advance may only be given to a UW employee. The exception would be for a newly hired individual for relocation expenses. Travel advances are to be given to the requesting employee and may not be given to or used by another employee. Likewise, the travel advance is issued for a specific trip and may not be used for a trip different than the one that was listed on the original request.
Accounting for a Travel Advance on a TER when the traveler has incurred expenses greater than the amount issued on the Request for Travel Advance: indicate the total expenses by class code at the top right of the TER. Type the dollar amount of the Travel Advance along with the Travel Advance Number, Institution, Division, and Department in the second area. The Fund, Account, Activity and Class should already be preprinted on the TER. (If you are using a computer-generated form, verify that this information is on the TER). Subtract the Travel Advance amount from the Travel Expense amount and indicate the total in the Net Amount area.
Accounting for a Travel Advance on a TER when the Traveler has incurred expenses lessthan the amount issued on the Request for Travel Advance: indicate the total expenses by class code in the top right area of the TER. Type in this amount along with the Travel Advance Number, Institution, Division, and Department in the second area. The Fund, Account, Activity and Class should already be preprinted on the TER. (If you are using a computer-generated form, verify that this information is on the TER). The Net Amount should read -0-. Never indicate a negative amount in this area. Staple a check for the difference to the front of the TER. Indicate on the TER the amount of the total expenses plus the amount of the check and total ensuring they equal the amount of the travel advance.
Related Policy:
Who should know this procedure?
Deans, Directors, employees who travel and staff who prepare travel reimbursements
Related Documents:
Contacts:
Dean/Director’s Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.
Travelers and departmental staff should contact their respective Dean/Director’s Business Office for policy or procedural questions