Travel Advance Policy

Reviewed By: Administrative Council on March 21, 1994
Approved By:
Reviewed By: Administrative Council on December 13, 2004
Approved By: Albert K. Karnig, President on February 24, 2005

Source / Authority

For interpretation of this policy, please contact the responsible department: Accounts Payable, 909/537-5155

Background

The University Accounts Payable Office is responsible for processing personal travel advances, as well as advances for airfare and conference fees.  Due to a significant increase in the number of requests for travel advances, the workload in the travel area has increased, resulting in delays in processing travel reimbursements.  The efficiency of producing reimbursements for travel expenses will be improved by increasing the minimum amount of personal travel advances that can be requested.

Policy

  • Travel advances may be requested for up to 80% of the total amount of lodging, transportation, registration fees, meal, and miscellaneous expenses.  A travel advance for business travel related expenses will be processed only if the total estimated expenses exceed $200.00.  The advance will be issued in the name of the claimant not more than 30 days prior to the date of the trip and should cover 80% of the estimated total travel costs.  Exceptions will be made for the 30-day restriction when discounts are offered or to meet registration deadlines. 
  • To expedite the travel reimbursement procedure, accurate travel claims will be processed within seven working days from receipt of a claim.  An "accurate claim" is defined as an error-free claim which has been submitted with all receipts and information necessary to process the claim.
  • Travel claims must be filed with all required receipts within ten (10) days after the completion of each trip.   A dditional travel advances will not be processed if there is an outstanding advance from a previous trip.