The university’s Travel Office is introducing a revised review process for travel-related cash advance requests; a change aimed at strengthening financial stewardship and improving operational efficiency.
Under the updated process, Spend Authorizations that include a cash advance request will receive additional review during the final approval stage. In most cases, the Travel Office will encourage travelers to use a PCard whenever practical. Cash advances will generally be limited to situations where a PCard is not available or is not a feasible payment option.
For most routine business travel, a cash advance is not necessary. Travel expenses such as lodging, transportation, and other business-related costs can often be paid using a PCard. For one-time travel needs, employee travelers may request a temporary GET PCard, which can be used for approved travel expenses and provides ATM access when cash is needed during travel.
Additionally, cash advance requests for expenses that can be paid directly by the university, such as registration fees and memberships, will be redirected for payment through a Department PCard or Service Center PCard.
While the university aims to reduce reliance on cash advances, flexibility will remain for unique circumstances and legitimate business needs, particularly those involving non-employee students.
Unit leaders and administrators are encouraged to:
- Promote early travel planning.
- Encourage eligible travelers to apply for a GET PCard as soon as travel is anticipated.
- Support timely approval of PCard applications.
- Evaluate payment methods early to minimize the need for cash advances.
This information will be communicated through Office Hours channels and training sessions. For questions, please contact the Travel Office.