Travel (Cash) Advance

While the University's travel policy typically does not include travel cash advances, exceptions are made for international travel by employees and when faculty and staff oversee student travel. We understand the unique financial needs of these situations and aim to facilitate smooth and responsible travel for our University community.  

Key Facts 

• Eligibility for advances: Faculty/Staff that travel with students (domestically and internationally). Faculty and staff that travel internationally.
• Employees that travel domestically without students are not eligible for cash advances.
• All international trips must start with the Office of International Affairs travel registry.  
• Advances must be requested three (3) weeks before the travel departure date. 
• Advances must have a total of $100 or more. 
• Advances must be used for per diem, ground transportation, baggage, or emergency funds for students, student group travel, and international travell expenses. 
• Advances must be processed in Emburse Enterprise via an Expense Report (ER).
• Advances must not exceed the amount of the Pre-Approval (international travel).
• Unspent funds are due to the treasurer's office within 24 hours after return from trip.
• Advances must be reconciled no longer than ten (10) days after return from trip.
• Advances must be reconciled in a Cash Advance reconciliation report, separate from the reimbursement expense report that is submitted after the trip. 
• The Cash Advance reconciliation report must include a PDF of the pre-approval, the trip agenda or itinerary, and signatures from the students for all monies received. Emergency expenses must be accounted for via itemized receipts. 

• Student Travel Manifest (Page 3) - Student Affairs manages these documents. 
• PDF of Approved Pre-Approval. 
• Supporting documentation (agenda, itinerary, flyer, i.e.). 

Important to Know

• Travel (Cash) Advance Instructions (PDF) - how to request and reconcile a cash advance.
• Student Travel >