Individual Travel Advance Policy

Tags Travel

Question

What is the procedure to request an advance?

How is the advance repaid after the trip has ended?

Answer

Policy 2.006 Individual Travel Advance

  1. All faculty, staff, or graduate assistants on payroll and receiving a paycheck the following pay period can request an individual advance
  2. Complete the Individual Travel Advance Request Form (see attached form)
    1. Must be signed by the requester and department head
    2. Advance minimum is seventy-five dollars ($75.00)
    3. Advance cannot exceed the cost of the estimated out of pocket expenses
  3. Once completed, email USD-Accounting@usd.edu
    1. Individual Travel Advance Form
    2. For out of state travel, an approved Out of State Travel Request (OSTR) required
  4. USD Accounting will process the advance in Banner as a direct pay invoice with payment issued one week prior to departure
  5. While traveling, traveler must collect and retain all itemized receipts
  6. After the trip has ended, the traveler must submit all receipts to their department support staff to repay the advance
  7. Support staff enters a journal voucher (JV) in Banner no more than thirty (30) days after the ending date of travel
    1. Journal voucher will
      1. Debit the department index
        • Use the applicable in state or out of state travel account codes
      2. Credit the individual travel advance index 220975
        • Account code 120030
      3. Attach all travel forms and receipts in Xtender
    2. If the actual out of pocket expenses were greater than the advance
      1. Journal voucher amount will be the total amount of the advance
      2. Submit a direct pay invoice in Banner to reimburse the remaining overage to the traveler
        Note: Do not submit the overage payment for approval until the JV to repay the advance has been approved and posted
    3. If the actual out of pocket expenses were less than the advance
      1. Journal voucher amount will be the total of expenses reported on the travel payment detail
      2. For the difference, the traveler will have the difference deducted from their next pay check
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