2-93 Travel Advances

Revision Date: 07/31/2009

Origination Date: 08/31/1990

  1. Purpose

    Travel advances are available for travelers on official UT Arlington business in the following situations:

    1. International Travel

    2. Student/Group Travel

    3. Student Travel

    4. Employee that does not qualify for a Corporate Travel card

    A travel advance voucher (Exhibit 2-93) must be completed by the traveler and approved before the travel advance will be issued.

  2. Limitation

    University policy establishes the maximum advance not to exceed the estimated cost less airfare expenses on the request for travel authorization. The travel advance voucher form should be submitted early enough to allow the traveler to be paid prior to the travel dates (usually one week). The advance is a Promissory Note and will be handled as described within the "Promissory Note Terms and Conditions" on the Travel Advance Voucher Form. Travel advances are not normally made under the following conditions:

    1. When the employee has a Corporate Travel Card, or, is eligible to apply for a Corporate Travel Card
      (not applicable for international travel).

    2. When the trip lacks an approved request for travel authorization (Exhibit 2-91).

    3. When the trip does not require an overnight stay.

    4. When the employee or student has an outstanding advance.

    5. When the traveler is a Non-employee or Prospective Employee.

  3. Travel Voucher

    Any travel voucher (Exhibit 2-92) that involves a travel advance must be processed within 15 days after the last date of travel. Any unused funds related to the travel advance must be deposited at the Bursar’s Office no later than 15 days after the last day of travel. Additional requests for travel advances will not be processed until the prior advance has been cleared, if the travel for which the travel advance was issued has occurred. If the travel voucher is not submitted 120 days after the last day of travel, the traveler will be taxed on any unsubstantiated and unreturned amounts. If it becomes necessary for the Travel Services Office to frequently contact an individual concerning repayment of the travel advance, the individual will lose his/her privilege of acquiring future travel advances.

  4. Processing

    Travel involving a travel advance (Exhibit 2-93) cannot be processed electronically. Note: a travel advance to an individual student requires the student to have a valid EID number prior to processing the travel advance voucher.