Travel Advances
Status: Adopted July 1, 2003, last revised July, 2026
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 approved by the cost center manager with budgetary authority. The advance is charged to the employee submitting the request for the advance.
- Itemized receipts for expenses $30 and over should be attached to the Expense Request when clearing the advance. If expenses for accommodations/lodging all amounts require itemized receipts. 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 for travel expenses $30 and over are required as an attachment for each expense line item. Expenses for accommodations/lodging require itemized receipts for all amounts.
* 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.