ALERT: Information on Coronavirus (COVID-19)

Travel Advance Procedures (5/13/2022)

All travel requests and travel vouchers for travel-related expenses must be approved by and signed by the President, in consultation with your appropriate Supervisor. Please note that not all travel requests will be approved. Please do not incur any travel-related expenses until after your Request to Travel at College Expense form has been approved.

If an employee has been approved to travel, and requests a reimbursement for expenses that were necessarily incurred prior to the date of travel, the employee must prepare an online purchase requisition immediately following the approval of the Request to Travel.  Examples of reimbursable expenses are conference registration, hotel, and airfare charges.  (Note: When the reimbursement occurs, a copy of the requisition must be attached to the approved Request to Travel at College Expense form, and then submitted for reimbursement with the purchase order to Purchasing through the normal Accounts Payable process.)

Summary of procedures that must be followed:

  1. Complete the Request to Travel at College Expense PDF form.
  2. The Travel Coordinator will review and send notification via email.
  3. Upon notification of travel approval, enter an online purchase requisition via Banner Self Service to encumber the estimated travel costs as reflected on the Request to Travel form.  A purchase order will be issued and sent to the department requesting the travel via email.
  4. Submit reimbursement after travel event occurs associated with the respective purchase order.
  5. Any remaining funds on the open purchase order for that travel event will be closed by Accounts Payable. 
  6. Any insufficient funds on the purchase order for that travel event will have to be adjusted via a change order.

State Employees - Travel Advance

If the state employee, who has been approved to travel, desires to request a travel advance, the following procedures must be followed:

  1. Submit a short memo to the President, stating the reason and necessity of the requested travel advance. The memo must be approved and signed.
  2. Submit a (hard copy) purchase requisition for the travel advance.
  3. Attach the above two documents to the Request to Travel at College Expense PDF form.
  4. Forward all of the above to the Travel Coordinator.
  5. The Travel Coordinator will review and send notification via email.
  6. Upon notification of approval to travel, submit an online purchase requisition to encumber the estimated travel costs as reflected on the Request to Travel form.

Team/Group Travel with Students

If the request for travel advance involves team/group travel with students, the following procedures must be followed, IN ADDITION TO the procedures listed above for the “state employee”:

  1. One coach/person from each team/group will be designated as the person responsible for the travel advance. All travel advances will be given to that person, and that person will be responsible for turning in all receipts and unused cash.
  2. Trip reconciliation is required immediately upon return from travel.
  3. No additional travel advances will be issued as long as a prior advance is still outstanding.