| Travel Policy & Procedures Manual |
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To allow university employees, students and official volunteers to obtain advances for travel on official university business.
Travelers on official university business, regardless of the funding source.
Travel advances may be given to staff members who meet the criteria described in the policy section below. In addition, travelers must meet employment criteria ensuring the University can collect the advance by deducting it from an employee’s paycheck should the need arise.
Employees who are not eligible for a travel advance may be given a departmental advance. A departmental advance is issued in the name of an OSU employee on behalf of the traveler. This employee is typically the traveler’s supervisor, and must meet certain criteria. This employee takes full responsibility to see that the advance is repaid.
An advance may be given to a traveler (if otherwise ineligible) if a department head guarantees its repayment in writing against a specified general fund index.
OSU employees who are traveling on official OSU business may be eligible for limited advances with a minimum of $250.00 from the Office of Business Affairs for items that cannot be paid for by other means.
If the trip is cancelled, any advance given is due and must be returned immediately.
Failure to comply with settlement procedures may result in disciplinary action against the employee.
A traveler must meet the following criteria to be eligible for an advance.
A cancelled Corporate Travel Card may be insufficient justification for obtaining a travel advance. The Office of Business Affairs may grant exceptions to the above criteria on a case-by-case basis.
If a new employee is eligible for a Corporate Travel Card, application forms must be turned in with the request for an advance. To request an advance, fill out the Request for Advance form and submit it to the Business Affairs Accounts Payable office. The completed request form must be submitted to the Business Affairs Accounts Payable at least five working days prior to the date the advance is needed. The person responsible for repaying the advance must go to the Business Affairs Accounts Payable Office to pick up the advance. They are required to show photo identification, and sign the statement acknowledging receipt of the advance and agreement to the terms under which it is given.
The due date is clearly written on the form by Business Affairs. No other notice will be given. Any balance past due will be withheld from the pay of the person responsible for the advance. If Business Affairs has to collect an advance by withholding pay, it may affect the person’s ability to receive future travel advances.
Checks will not be released more than one week before the departure date.
Advances must be settled in full by the 15th of the month following the completion of the trip by submitting a Travel Reimbursement Request form in the traveler’s name to the Business Affairs Accounts Payable office and/or a cash payment that equals the amount advanced.
A copy of the advance request form must be submitted with the OSU Travel Reimbursement Request form. Settlements are audited and input into Banner by the Business Affairs Accounts Payable staff, instead of departmental personnel.
The traveler is reimbursed for the expenses less any amount advanced. If the total of the Travel Reimbursement Request is less than the amount advanced, the responsible party will be notified of the exact difference. This amount is due in full at that time.
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