The College will provide advances for travelers to cover anticipated out-of-pocket expenses which are not chargeable to a credit card.
Travelers who do not have a Corporate Card should complete a Travel Advance/Authorization Request form, have it approved by the appropriate budget authority, and submit it to Financial Services at least 10 days before departure. A check will be made out in the name of the traveler and may be picked up at Financial Services not earlier than three days before departure. At the time the advance is picked up, the traveler will be given a Travel Authorization Number which should be used in completing the Travel Expense Report when the trip is finished.
Travel advances must be cleared within 30 days of the completion of each trip. After that time, no new travel advances or reimbursements will be processed as long as a travel advance is outstanding. Individuals are personally accountable for travel advances. If necessary, any advances outstanding over 60 days will be treated as wages and taxed accordingly.
Payment of registration fees for conferences or meetings should be requested by completing a Check Request form with a copy of the registration slip or instructions attached. A minimum of ten working days should be allowed for processing the request. The individual making the request for payment is responsible for obtaining a refund if there is a cancellation.