Operating Policies and Procedures Manual

Effective Date: 12/01/97
Policy Number: 05-23
Section: Finance and Administration
Subject: Travel: Cash Advances

POLICY

  1. University personnel are expected to utilize the state-issued Business Travel Card (BTC) for travel expenses. In extenuating circumstances or when student groups or team travel is involved, cash advances are appropriate.
    1. A maximum of 50 percent of the meals and approved miscellaneous is the limit for an advance for individuals. Student groups or team travel expenses are limited to 90 percent of meals and approved miscellaneous expenses.
    2. A minimum of $100 for cash advances is allowed.
    3. Generally, advances are not made for air travel. The traveler should charge the plane fare to the state-issued BTC or have the fare billed to the university.
    4. Cash advances for student groups or team travel are made to the authorized faculty or staff member who shall be responsible for repayment of the advance.
    5. Generally, advances are not made for registration fees. The traveler should submit a requisition for payment of the registration fee directly to the organization sponsoring the meeting, seminar, conference, etc.
  2. Repayment of a cash advance must be made in full within 30 days after completion of trip by filing a Travel Reimbursement form (TR-1).
PROCEDURES

Obtaining Cash Advance

  1. Request for cash advance is made on a "Travel Authorization" form by listing the amounts and the date needed. Form must be submitted 10 days prior to travel date.
  2. Checks will be mailed or direct deposited. The direct deposit policy and form is available at http://finance.astate.edu/finance/directdeposit.html.
PROCEDURES

Repaying Cash Advances

  1. Please pay amount owed at the cashier's window. Keep a copy of the deposit receipt to attach to the TR-1.
  2. File a TR-1 within 30 days after completion of the trip and submit to the travel office along with required receipts.
  3. The balance of the travel reimbursement will be mailed or direct deposited.

This page is maintained by Cassey Tune
Last updated on 01/21/2007