REQUEST FOR TRAVEL ADVANCE
Table of Contents:
- General Information
- Exhibit and Instructions
- Form Requirements
- Number of Copies and Ultimate Distribution
- Where To Send Completed Forms
- Contact Information
- Cross References
The Request for Travel Advance form is used to request travel advances, which will be issued at the discretion of the Financial Officer. Special circumstances may warrant issuance of a travel advance. Travelers facing hardship or those with unusual circumstances should review their situations with the Financial Officer to find a solution for their travel needs. If a traveler is authorized to use a Purchasing Card for travel expenses, then he or she will not be eligible to receive a short-term travel advance, unless there are extenuating circumstances that require cash. Travel advances are generally discouraged, and must be regarded as a last resort for handling travel expenses.
Travel advances will be approved via the Financial Officer using this form and issued via a Special Request for Check .
NOTE: Requests via Special Request for Check require several days for processing and for issuance of a check to the employee.
Approved uses for travel advances:
- Travel - Used only to cover meals and incidental expenses that are chargeable to a University budget. For additional information, see TR02 - Travel Policy .
- An employee may hold no more than one (1) travel advance at a time.
- All travel incurred on behalf of the University is to be settled through the Employee Reimbursement System (ERS). This system is used for the settlement of expenses to determine amounts due to the University or to the employee. Settlement of travel charges should be completed as soon as possible after the conclusion of the travel. If the travel is funded by a sponsored award, the settlement should be completed within 30 days. Employees who do not settle travel expenses, including travel advances, within 60 days of the end of travel, may not be eligible for reimbursement of expenses paid personally and may have the amount of the travel advance deducted from their paycheck.
Unspent amounts should be returned by check made payable to Penn State University and a
photocopy of this form, signed by the Financial Officer, should be uploaded to the related ERS
report to serve as additional documentation of settlement.
To view document exhibits, click on link below:
No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Corporate Controller). See Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) for full details.
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If you encounter any difficulties, contact the GURU support staff by submitting a Technical Support form request or by calling the tech support line at 814-863-8592.
Current fiscal year
plus 2 years
(after settlement of advance)
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The employee takes the approved form to the Financial Officer.
For questions, additional detail, or to request changes to this form, contact your Financial Officer.
- Policy AD35 - University Archives and Records Management
- Policy FN17 - Required Use of Approved University Forms Appearing in the General University Reference Utility
- TR02 - Travel Policy
- Employee Reimbursement System