It is not the policy of the University to issue cash advances for travel.

Exceptions are as follows:

• Students - Cash advances may be made to faculty and staff members when student travel is involved.   A log with signatures must be retained when issuing cash to students for meals and/or a receipt from the food establishment will be necessary for proper documentation to substantiate same.  (Prudence should be exercised.) 
• Recruiters - Employees who fall under the category of University Recruiters, who travel each month on a regular basis may request an monthly advance of funds equal to the average monthly expense.

All reimbursement requests shall be filed and paid monthly for incurred expenses and the advance must be repaid as of June 13th annually or earlier. If it is determined that the monthly reimbursement has averaged less than the monthly advancement, the advance must be reduced to the newly established amount.

GENERAL INFORMATION

Employees receiving travel advances will be required to complete a payroll authorization statement, which authorizes the University to deduct amount owed from their salary check(s), if the travel advance is not settled within two (2) weeks following the completion of travel (Included on the Travel Authorization /Expense Report Form).  Reminder:  Notifications may not be sent.

It is mandatory that at any year-end close out (State Funds, Grant Funds, Trust Funds, Special Funds, etc.) settlements must be made within the stipulated fiscal period.

No travel advances will be issued to employees with outstanding balances due.  Prior to being issued further advances, those areas receiving more than one advance for extended trips must clear the advances immediately after arrival back at A & T.

AIR FARE

Air travel on commercial airlines can be used. Airline tickets must be purchased by the University. The anticipated flight itinerary for the ticket must accompany the travel authorization form. The University will purchase the lowest applicable and available fare if funds are available in your department account. However, if the traveler is able to secure a lower fare, the traveler is allowed to purchase the lower fare using their own funds and will be reimbursed for the purchase.  (Attach the original airline/hotel ticket or receipt).  Appropriate signatures must be affixed to the travel request.

Revised 01/07