DETERMINING THE NEED FOR AN EXPENSE ADVANCE

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DETERMINING THE NEED FOR AN EXPENSE ADVANCE

For advances less than $300, or for part-time employees or students please review BPPM 4:040 Cash Advance for Travel

Employees traveling on University business should obtain a cash advance for minor travel expenses by using their corporate travel card at an Automated Teller Machine (ATM). A full-time employee of the University may request an expense advance for the following purposes:

Subject Payments for a Research Project -- See BPPM 2:250 Research Participation Compensation and Research Subject AP Procedures and contact your Campus Expense Advance Coordinator.

Travel* -- Examples:

The travel is to an area(s) where there is not assured, ready access to ATMs.
The required advance is too large to easily obtain through an ATM.
Given the intended use of the funds, traveler’s checks are desirable.
The travel is over an extended period of time (a month or more).

*NOTE: Since airfare may be billed directly to the University by using a contracted agency see BPPM 4:051 Transportation Purchasing Card an expense advance should not be requested for airfare. Also, any costs that can be paid directly by the University should be excluded from the request.

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