Office
of Accounting
Form of Payment for Business Travel
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Office
of Accounting |
Section 9: Form of Payment for Business Travel |
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9.1 | Corporate Travel Card |
| 9.1.1 | Travelers should use the corporate travel card for business related travel expenses whenever possible and practical. No personal purchases are permitted on the corporate travel card. |
| 9.1.2 | Cash advances from an Automatic Teller Machine (ATM) using the corporate travel card should only be obtained as needed for business related expenses. |
| 9.1.3 | A cash advance for either in-state or out-of-state travel is permissible when an employee travels a minimum of two (2) consecutive days with an overnight stay on official business. A cash advance is for business purposes only. No cash advance for personal purposes is permitted. The preferred method of obtaining a cash advance is to use the state corporate travel card at an ATM. Cash advances using the corporate travel card are limited to a minimum amount of $100 and a maximum of $500, not to exceed $1,000 during any rolling seven day period. Cash advances should only be obtained for those expenses which cannot be charged to the traveler’s corporate travel card with an estimate that incidental expenses should not normally exceed $30 per day. The employee may be reimbursed for only five (5) ATM cash advance transaction fee, and associated fees, per trip or rolling seven day period whichever is shorter. |
| 9.1.4 | The receipt ticket from the ATM machine is required for reimbursement of the ATM transaction fee. |
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9.2 | Cash Advances from the State Auditor's Office |
| 9.2.1 | Cash Advances for Employees |
| 9.2.1.1 | Cash advances may be received by employees for business travel for the payment of registration fees and/or daily miscellaneous expenses where the state corporate travel card is not accepted or the individual is not eligible for a corporate travel card (for example: individuals who are infrequent travelers or are newly employed may not have requested a corporate travel card). Cash advances may be issued for: (a) out-of-state travel; (b) a minimum of four (4) days and a maximum of the number of days approved for travel at the rate of $25.00 per day for miscellaneous expenses; (c) the exact amount of registration fee which is $100.00 or more; (d) the total estimated expenses for a student or student group; and (e) other circumstances approved by the Vice President for Finance. Cash advances of less than $200 should be obtained on the corporate travel card.
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| 9.2.1.2 | Cash advances for travel expenses of band, athletic teams and organized student groups may be made in the exact amount estimated for the designated trip. Such cash advances may be issued for: (a) the total estimated amount of travel expenses, including the expenses of appropriate representatives, staff and/or employees accompanying the band, team or student group; and (b) the total amount of event related expenses as determined by the band or athletic director or the faculty/staff advisor or sponsor of the student group. |
| 9.2.1.3 | In order to ensure that the University Accounting Office has adequate time to obtain a cash advance, the request for travel must be received in the University Accounting Office at least thirty (30) days in advance of the first date of travel. Otherwise, a cash advance may not be honored by the state. Cash advance checks are not released more than ten (10) business days in advance of the first date of travel. |
| 9.2.1.4 | Cash advances may not be available if personal travel is combined with business travel. |
| 9.2.2 | Settlement of Cash Advances |
| 9.2.2.1 | All cash advances must be settled by the individual traveler, student representative, student group advisor/sponsor, or band and athletic department. Such settlement shall be submitted by the institution to the State Auditor’s Office for final settlement within the time frame prescribed by the State Auditor’s Office. |
| 9.2.2.2 | Failure to settle a cash advance within the time frame prescribed by the State Auditor’s Office shall result in suspension of cash advance privileges for the traveler, student group, band or athletic department until such settlement is made. |
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