Travel Advances
Status: Adopted July 1, 2003, last revised March, 2015
Purpose
This policy covers cash advances to employees for University business travel when a Commercial Card is not available or appropriate.
Policy
DePauw University makes cash advances to faculty and staff members (who work 20 hours or more per week) if they do not have the funds available to spend on official University Business.
Procedures
The following procedures must be adhered to regarding travel advances:
- An advance will not, as a general rule, be provided more than two weeks prior to the departure date for the travel but request should be submitted by noon on Tuesday for Friday payment. .Create a Spend Authorization through the Expenses Hub in Workday by selecting the Cash Advance Requested Box.
- An advance request must be signed by the supervisor with budgetary authority as well as the requesting faculty or staff member. Signatures may be electronic per University policy. The advance is charged to the employee signing the request for the advance, even though the advance may be for another payee/vendor.
- Itemized receipts, as well as charge card slips, should be attached to the Expense Request when clearing the advance. To clear the advance Create a New Expense Report from Spend Authorization and select the appropriate spend authorization through the Expenses Hub. Each expense should be added as a line item. Do not combine all receipts into one line for reconciliation.
- Itemized receipts are required as an attachment for each expense line item.
* Expenses should be submitted for reimbursement and/or reconciliation within 60 days of being incurred. IRS regulations require reimbursements that are requested after the 60 day period to be reported as wages to the employee and included on the individual's form W-2, Wage and Tax Statement.