Faculty & Staff

In some instances, employees may wish to apply for a travel advance to cover the out-of-pocket costs of business-related travel. Requests for travel advances exceeding $500 should include a description of the circumstance that requires the advance and a brief budget of expenses.

Travel advance forms may be obtained from the Medical Center’s Business Office, Accounts Payable. When completed and approved, the travel advance form must be submitted to Accounts Payable for processing.

A travel advance given in a field office is to be made in local currency for in-country travel and U.S. dollars for international travel. Advances from New York are made in U.S. dollars.

Once the advance payment is issued, it is the employee’s responsibility to follow the appropriate procedures relating to travel and expenses. The advance is cleared (reconciled) through the submission of a Travel and Business Expense Report (TBER) which should be presented within 10 business days of completion of travel and must have all supporting documentation including boarding passes. This deadline applies for both local and international travel.

For further information, see the time limit on reimbursement submissions in Expense Reporting, as well as the University’s Travel Expense Policy.

Note that if an employee fails to clear an advance within the indicated timeframe, the funds will be considered taxable income to the employee.