Travel Advance Request - Emory Finance - Emory University

TRAVEL ADVANCE REQUEST AGREEMENTThe Travel Advance Form is used to request funds payable to the traveler when travelling internationallyonly. A travel advance may be requested not earlier than twenty (20) work days and not later than five (5)work days before the date of departure. The minimum for a travel advance request is $50.00.WHO IS ELIGIBLE FOR A TRAVEL ADVANCE?• Only Emory employees are eligible for a travel advance.• Because the Corporate Travel Card is available to all Emory travelers, travel advances will be issuedif a personal credit card is not available for use and only when one of the following circumstancesexist.1. Employee has applied for but not yet received a Corporate Travel Card,2. Employee’s application for the card has been denied, or3. Employee is not eligible for the card.4. Employees traveling to an international destination where the Corporate Travel Card may notbe accepted.• Additional travel advances will not be issued to a traveler until travel expense reports have beensubmitted and all previously disbursed travel advances have been reconciled.INSTRUCTIONS FOR REQUESTING:• The supporting documentation justifying the need for a cash advance should be attached. Thisjustification is required in addition to the description of travel written on the form.• The travel advance request form must be approved by the traveler’s higher level authorized signer.• Send signature page, form and justification to Payment Services Manager, 1599 Clifton Road, 3 rdFloorAFTER THE TRIP:• A Travel Expense Report must be submitted to Payment Services within ten (10) work days from thedate of travel return to clear your Travel Advance• Within the Expense Report, select “Apply Cash Advance” and enter the amount of advance spent.• If the amount of the Travel Advance exceeds the reimbursable travel expense spent, the balancemust be returned to the Payment Services with a check made payable to Emory University attachedto the travel expense report. The balance should be paid in U.S. currency only. Foreign currency willnot be accepted.Signature of Requester/Traveler ___________________________________________By signing above, I am acknowledging I must do the following:- Read the Emory Travel Policy regarding Travel Advances found at http://policies.emory.edu/2.92- Understand that if my travel advance is NOT reconciled within 120 days upon return of my trip, my traveladvance will be treated as taxable income and included on my W-2 Form or Form 1042-S.- Read and understand the steps above required to reconcile my Travel Advance upon return from my trip.- Submit this agreement page, request form and supporting documentation to the address above within theappropriate time frame.PAGE 1/2

TRAVEL ADVANCEREQUEST FORMISSUE PAYMENT TODISPOSITION OF ADVANCENAMEEMPLOYEEIDTravel Advances are issued to the traveler inthe same manner the traveler’s paycheck.If paycheck is currently set up for direct deposit,advance will be direct deposited. If paycheck iscurrently mailed, advance will be mailed to the sameaddress on file.TRIP INFORMATION:REQUIRED FOR PAYMENTTRAVEL DATESINTERNATIONALDESTINATION(S)PURPOSE OF TRIPREASON FORADVANCEto DEPT #DEPT NAMESMARTKEY:APPROVED BY:SIGNATUREPRINTED NAMEDATETYPES OF EXPENSES FORUSING TRAVEL ADVANCEESTIMATEDAMOUNTSPECIAL INSTRUCTIONS TO PAYMENTSERVICESTOTAL AMOUNT REQUESTEDPAGE 2/2