Departments may request a travel advance when university travel would impose a financial burden on certain individuals. These include the following groups or individuals:
- A new employee employed less than three months
- Students traveling on university business
- Person responsible for paying expenses and/or distributing cash to team or group members
- Employees traveling outside the continental United States
- Term employees
- Non-exempt employees
NOTE: Advances can not be issued to employees or students who will not be on campus to clear the advance.
Cash Advance may be requested via a Cash Advance Form available in FIO. The form should be completed and submitted to FIO for processing. A cash advance is considered a loan and must be repaid within 30 days upon completion of the travel.
If a cash advance is not repaid within 30 days, a deduction may be made from the employee or student's paycheck. By requesting a travel advance, the traveler is authorizing this deduction. Any person for whom a payroll deduction is made will forfeit future cash advances.
In order to determine the amount of the advance, the travel advance form should be completed with an itemized estimate of expenses. This form should be completed, received in FIO, audited, processed and funds dispersed within a reasonable amount of time. Normally, a cash advance will not be made more than five days before travel departure date.
Advances will be dispersed to a maximum of eighty percent (80%) of estimated reimbursable travel expenses excluding airfare. Team, tour, and international travel may be advanced at one hundred percent (100%) of estimated travel costs. When an advance is requested for distributing cash to team members and/or groups, a list of individuals receiving the cash should be attached if possible.
Upon completion of the trip, the traveler should submit a Travel Expense Report for reimbursement of expenses incurred. The comments section in IRIS should stated the traveler received an advance and the total amount received.
Travel advances cannot made for any items direct billed to the university.
For more information about Travel Advances, please visit the UT Policy & Procedures Web Page.
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