Travel Advances
REG 07.65.10
Travel
Authority: Vice Chancellor for Finance and Business
History: First Issued: May 25, 2000.
Contact Info: Small Purchase and Travel Audit Coordinator (919-515-7489)
1. Purpose
The purpose of this statement is to outline the procedures
under which University
employees may obtain travel advances in connection with official State travel.
2. General Guidelines/Applicable Policies
2.1. Employees should use the University provided American Express card or
other credit cards whenever possible to reduce the amount of out-of-pocket
expenses. The American Express Corporate Card can be applied for by
employees receiving a payroll check from NC State. For additional
information contact, Central Stores at 515-2197 or 515-8097.
2.2. Travel advances are available to employees and students only if one of
the following special circumstances exist:
2.2.1. Trip exceeds 30 days
2.2.2. International travel to remote areas where credit cards are not accepted
2.2.3. Student whose documented travel needs exceed $50.00 with approval of
a permanent employee
2.2.4. Group or team travel
2.3. Travel advances can not exceed the estimated cost of the trip. A check
will be available to the traveler five (5) working days prior to the trip.
The traveler has the option of having the check mailed to him or picking
it up at the University Accounting Office, 213 Administrative Services Center.
If the trip is canceled or the traveler's employment is terminated, the
advance should be returned to Travel Audit immediately.
2.4. Walk-in type advance requests must be received in Travel Audit no later
than 4:30 p.m. on the day the advance is required. Checks must be
picked up no later than 5:00 p.m.
2.5. Employees separating from the University must resolve all outstanding
travel advances prior to terminating.
3. Procedures
3.1. The Travel Advance Request must meet one of the exceptions noted above
in B2.
3.2. The following procedures apply to the issuance of travel advances:
3.2.1. Travel Against an Approved Travel Authorization
Complete the Travel Authorization (Form AP001) and affix required signatures.
The Request for Travel Advance requires the original signature of the
traveler.
Submit the original and blue copy to Travel Audit, Campus Box 7204 or
deliver to 213Administrative Services Center.
3.2.2. Temporary Employees
In rare circumstances, travel advances may be made to employees who do
not have permanent status when the request is countersigned by a permanent
employee. The cosigner must sign a Travel Advance Cosigner Form (AP102)
and forward with the applicable document noted in "C" above. Both the traveler and the cosigner are liable for repayment of the travel
advance. (See Statement 11, page 1 B2 for restrictions)
3.3. Travel Reimbursement Request (Form AP005 ) must be filed within 30 days
after the ending date of travel. The advance should be deducted from
the total expenses claimed by the traveler. Only one travel advance can
be deducted per reimbursement. A check for the net amount due will be issued
to the traveler. In the rare event that the advance exceeds total expenses
claimed, the traveler must attach a check, payable to NC State, to the Travel
Reimbursement Request. "Air Fare and/or Registration" prepaid
must be verified by placing a check mark in the appropriate block or be
noted on the Reimbursement (AP005) when the request for such is included
on the reimbursement.
3.4. Delinquent travel reimbursement requests or other abuses of the travel
advance policy may result in the withdrawal of the travel advance privilege
from the employee. The status of travel advances is checked periodically
by the University Accounting Office and the Internal Audit Division.
3.5. Travelers are notified of outstanding travel advances at 30 days. If
no response is received, a payroll deduction will be made from the traveler's
or cosigner's monthly paycheck as stated in the notification letter.
3.6. Direct all questions concerning travel advances to Travel Audit, Extension
5-3152.
4. Forms
The Travel Authorization Form (AP001) can be obtained from Central Stores.
The Cosigner Form (AP102) can be obtained from Travel Audit, Box 7204, extension
5-3152 or reproduced locally. This form is included at the end of this statement
and may be copied as needed.
5. Instructions for Completion of Forms
Travel Authorization (Form AP001) Revised 1992:
The completed and approved original and blue carbon of the Travel Authorization
should be forwarded to Travel Audit two weeks prior to the beginning date
of travel to request a travel advance.
Items 1-22 are to be completed to request a travel advance.
5.1. Traveler's Name - Enter the first name, middle initial, and last name
of the traveler. Nickname or initials should not be used on travel authorizations.
5.2. Social Security Number - Enter the traveler's social security number.
5.3. Encumbrance Number - Leave blank unless instructed otherwise by your
College and/or Vice Chancellor's Office.
5.4. Traveler's Address - Enter campus address or permanent address if non
employee.
5.5. Classification of Traveler - Check the appropriate block to indicate
the traveler's status. Other includes students, non- permanent employees
and other non-employees.
5.6. Date Prepared - Enter the date the travel authorization is prepared in
the format: month/day/year (e.g. 12/15/XX).
5.7. Department - Enter the name of the department or administrative unit.
5.8. Name and Telephone Number of Contact Person - Enter the name and telephone
number of the person to contact should questions arise regarding the travel
authorization or request for advance.
5.9. Travel To - Enter the travel destination(s).
5.10. Travel Beginning Date - Enter the date the travel is to begin in the
format: month/day/year (e.g. 1/15/XX).
5.11. Travel Ending Date - Enter the date the travel will end in the format:
month/day/year (e.g. 1/10/XX).
5.12. Distribution of Charges - Enter each financial account that is to be
charged.
5.13. Amount - Enter the estimated cost that will be chargeable to each financial
account line.
5.14. Excess Requested - Check the appropriate block to indicate excess authorized.
Excess on meals is restricted and must be an integral part of the purpose
of travel; documentation is required.
5.15. Total Estimated Cost - Indicate the total estimated cost of the trip.
This total must equal the sum of the estimated amounts chargeable to the
financial accounts listed and inclusive of all fees paid direct.
5.16. Category of Travel - Leave blank unless instructed otherwise by the college
or vice chancellor's office.
5.17. Purpose and Explanatory Remarks - Indicate the purpose of the travel.
Any other explanatory remarks (e.g. excess hotel costs) may also be entered
in this space.
5.18. Approval Signatures - The travel authorization must be signed by the authorized
individual and dated to certify that the travel is for official University
business and that funds are available. Enter the date signed. An individual
may not approve his own travel.
5.19. Enter the amount(s) of the advance. The advance amount can not exceed
the "Total Estimated Cost". Travel advances are available no earlier
than 5 working days prior to the trip.
5.20. Deliver Advance Check To - Check the appropriate block. If check is to
be mailed, indicate the complete mailing address. If the check is to be
picked up, please indicate the telephone number to be called when the check
is ready.
5.21. Signature of Traveler - The traveler must sign to attest that he/she
is personally responsible for insuring that all monies advanced are repaid.
No advance can be issued without the original signature of the traveler.
5.22. Date - Enter the date the advance request is signed.
The American Express Corporate Card is available to permanent & temporary
employees of NC State. Call 515-2197 for information and application. (Employees
are anyone receiving a payroll check from NC State.)
6. Travel Advance Cosigner Form (AP102)
The form must be completed whenever the traveler is not a permanent, full-time
employee. All graduate assistants will be required to have a cosigner form.
6.1. From - Enter the name of the individual who is cosigning for the
advance. This individual must be a permanent, full-time employee.
6.2. Enter the first and last name of the individual receiving the advance
check.
6.3. Enter the amount of the travel advance.
6.4. Signature - The cosigner should sign and date.
6.5. Social Security Number-Enter the social security number of the cosigner.
6.6. Title - Enter the title of the cosigner
6.7. Telephone Number - Enter the telephone number of the cosigner
6.8. Campus Address - Enter campus address for cosigner
