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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
Reviewed By: Administrative Council on December 14, 2017
Approved By: Tomas D. Morales, President on January 08, 2018

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.

Policy

  • Travel advances may be requested by submitting and approved Request via the automated travel system.
  • An employee travel advance is limited to up to 80% of the total estimated out-of-pocket business travel expenses, when those total estimated expenses are $250.00 or more (minimum $200.00 advance).
  • The advance will be issued in the name of the claimant not more than 30 days prior to the date of the trip.  Exceptions will be made for the 30-day restriction when discounts are offered, to meet registration deadlines, or when there is a demonstrated business need.  
  • Travel Expense Reports should be submitted through the automated travel system with all required receipts within ten (10) days after the completion of each trip.   Additional travel advances will not be processed if there is an outstanding advance from a previous trip. Exceptions will be made when there is a demonstrated business need.