Penn State University Libraries - Guideline UL-TRG03 Cash Advances

TRAVEL

Guideline UL-TRG03 CASH ADVANCES

1. Cash advances are an extra expense to the University and should only be used when absolutely necessary.
2. Cash advances will not exceed the maximum amounts allowable according to the University travel policy.
3. No cash advances will be given when an employee has exceeded the appropriate cap or when it will be necessary for the employee to reimburse the funds to the University.
4. The travel coordinator should be notified a minimum of one week before a cash advance is needed.
5. Cash advances must be settled within five (5) days of returning from the trip. Any employee failing to settle a cash advance within thirty (30) days from completion of travel will be duly notified that the full amount of the advance is being deducted from his or her next salary payment.  In addition, all such employees will be ineligible for future cash advances.

PLEASE NOTE: You are encouraged to apply for an American Express and/or Citicorp Diner's Club Corporate Card through Penn State Travel Services.

CROSS REFERENCES:

Other Policies/Guidelines in this manual should also be referenced, especially the following:

UL-TR01 – Types of Libraries Travel
UL-TR02 – Commonwealth Campus Libraries Travel

Guideline UL-TRG01 – Requests for Travel
Guideline UL TRG02 – Making Travel Arrangements
Guideline UL-TRG04 – Reimbursable Costs
Guideline UL-TRG05 – Employee Travel Reimbursement Form
Guideline UL-TRG06 – Responsibilities of Libraries Travel Coordinator
Guideline UL-TRG07 – Libraries-Supported Staff Travel Funds

Form:  Travel Request Form
Form:  Employee Travel Reimbursement Form (staff only)

Effective Date: July 2002
Date Approved: July 2002 (Dean)

Revision History (and effective dates):

• July 2002 - Revised
• July 29, 1997 - New guideline

Last Review Date:  November 2009