Travel costs are routinely incurred by staff members, faculty, and students on behalf of the university. Travel advances are funds occasionally issued to those eligible to receive them – in order to cover travel costs. Prepaid travel represents money already spent (e.g., flights, hotel expenses, etc.) in advance of expected travel. For accounting purposes, these funds are recorded as assets on the university’s balance sheet until they are depleted. For more information about advances, see University Policy 3.21, Advances, Petty Cash, and Accounts Receivable.
The information, documentation, and signatures required to clear an advance are identical to those required to process a travel reimbursement.
The accounting distribution must include at least two accounts: one charged for the travel expenses and the other to clear the advance.
Note: When the traveler submits a trip online, the travel system creates a payment request automatically, even when money is not due to the traveler.
The procedures for clearing a site project advance are the same as those for clearing travel advances (see above), with one exception:
Generally, a final accounting should include the following:
These advances provide cash for the purpose of paying a number of small-dollar amounts to human subjects involved in research projects.
Note: If you cannot include the participant's name due to confidentiality, indicate that the information is confidential and that it is available from the "principal investigator" upon request.
Units that have advance accounts should do the following: