- Travel advances are not available for individual
travel. It is expected that employees traveling
on University business will use their personal credit
card or corporate credit card for expenses associated
with such travel. NOT HAVING A CREDIT CARD, EITHER
PERSONAL OR CORPORATE, IS AN UNACCEPTABLE REASON
FOR REQUESTING AN ADVANCE. Applications for corporate
cards are available from the Controllers Office.
For policies and procedures relating to corporate
cards refer to Procedure 3-2.
- Travel advances are available for group travel
by athletic teams and for students participating
in events where travel is supported by University
funds. The minimum travel advance for group travel
is $200.00 of actual cash requirements. Cash requirements
are defined as those travel expenses that could
not reasonable by charged to a corporate card.
- The advance requires approval of the Department
Head or Fund Advisor. Advances in excess of $1,000.00
require approval by the Dean or Division Head.
- The University reserves the right to refuse to
issue an advance to anyone if a previous advance
is past due. Past due is defined as an advance that
has not been completely settled within thirty days
from the return date of travel.
- The Request for Travel Advance must be received
by the Accounting Office at least five business
days prior to the date the check is to be picked
up or mailed.
- Travel advances will not be issued more than
five business days prior to departure.
- Settlement of the advance must be made as soon
as possible after travel has been completed, preferably
within 30 days. If settlement does not occur within
sixty days from the month of travel, the University
reserves the right to deduct the full amount of
the advance from the employees paycheck. If
payroll deduction becomes necessary, the employee
will not be granted any further travel advances
for one year from the date of the payroll deduction.
- Preparation of Request for Travel Advance
- Form. The travel advance should be completed by
use of the form on the Accounting Office home page.<http://www.finfacil.niu.edu/Accounting/AccountingOffice.htm>
- Routing. Forward the completed request to the
Department Head for approval. (The traveler should
retain a copy.) If the request exceeds $1,000.00,
the Department Head will forward the request to
the Dean or Division Head for further approval.
The approved request should be forwarded to the
- Repayment of Advance
If actual expenses exceed the advance, a check for the
difference will be mailed to the traveler. If expenses
are less than the advance, the traveler must attach
a personal check to the travel voucher for the difference.
A travel voucher is always required to account for travel
expenses to clear the advance.