A travel advance will be made to a Delta State University employee who anticipates incurring out-of-pocket cash expenses (for hotel, meals, taxis, tolls, tips, etc) while traveling on official University business outside the State of Mississippi.
PROCEDURES and RESPONSIBILITIES
Advances are not given for trips within the state. For in-state trips, the University will reimburse the traveler after the trip. The travel advance is obtained by check from University Accounting. A travel advance will only be issued to University employees representing the University on official business.
Receiving a Travel Advance
The travel request form should be completed by the traveler and approved by the appropriate department/division head. Section C on the form indicates the need for a travel advance and the date on which it is needed. A travel request that includes a request for an advance should be received in Purchasing at least 7 business days prior to the trip. An open accounts receivable is established in the name of the traveler until the advance is cleared.
Amount of Advance
An employee may receive up to 80% of out-of-pocket expenses plus gas money in advance. Out-of-pocket expenses consist of hotel charges, meals, ground transportation, tolls, etc. If students will accompany the employee or if the traveler is a student, the advance is 100% of out-of-pocket expenses. The advance is given by check. An employee may have only one travel advance outstanding at any given time.
Responsibility of the Traveler after Trip
After the trip is complete, excess cash may be returned to University Accounting to be posted to the traveler’s account. The back of the approved travel request form should then be completed, receipts attached, approved, and forwarded to the Accounts Payable office for payment. A check payable to the traveler for the total out-of-pocket expenses minus the amount of the advance will be mailed to the traveler. If the advance exceeds actual expenses, a personal check for the difference made payable to Delta State University should accompany the reimbursement form.
Failure to Account for an Advance on a Timely Basis
A travel advance should be settled promptly. If the advance is not cleared after ten working days after the end of the month in which travel was completed, the full advance will be withheld from the traveler’s next paycheck.