UNIVERSITY of NORTH DAKOTA
FINANCE & OPERATIONS POLICY LIBRARY
EMPLOYEE TRAVEL: TRAVEL ADVANCE
Section 2, Finance
Policy 2.24, Employee Travel: Travel Advance
Responsible Executive: VP Finance & Operations
Responsible Office: Accounting Services
Issued: September 22, 2008
Latest Review / Revision: March 7, 2013
POLICY STATEMENT
Although discouraged, University of North Dakota may advance funds for the payment of meal and lodging
expenses incurred while an employee is on business travel. To qualify, travel must be in excess of five days per
month (does not need to be consecutive) and requested funds cannot exceed 80 percent of estimated expenses. All
travel advances must be approved by Accounting Services. This policy does not apply to team trip advances
initiated through Athletics.
REASON FOR POLICY
As a public institution, the University must demonstrate the prudent use of funds entrusted to it by its various
constituencies. The general public, legislators, students, donors, and granted organizations and individuals must be
assured that funds are wisely spent and do not personally benefit University officials and employees. North
Dakota State Board of Higher Education (SBHE) Policy 706.3 defers to North Dakota Century Code (NDCC) 4408-04.2 which allows for travel advances.
SCOPE OF POLICY
This policy applies to:
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President
Vice Presidents
Deans, Directors & Department Heads
Area Managers & Supervisors
Faculty
Staff
Students
Others
WEB SITE REFERENCES
This policy: http://und.edu/finance-operations/_files/docs/2-24-travel-advance.pdf
Policy Office: http://und.edu/finance-operations/policy-who-we-are.cfm
Vice President for Finance & Operations: http://und.edu/finance-operations/
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UND Finance & Operations Policy Library
Section 2, Finance
Employee Travel: Travel Advance 2.24
CONTENTS
Policy Statement
1
Reason for Policy
1
Scope of Policy
1
Web Site References
1
Related Information
3
Contacts
3
Definitions
3
Principles (overview)
3
Procedures
4
Responsibilities
4
Forms
4
Appendices (list)
4
Appendix 1 – Travel Expense Voucher Example
6
Revision Record
5
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Section 2, Finance
Employee Travel: Travel Advance 2.24
RELATED INFORMATION
NDCC 44-08-04.2 –Travel advances
http://www.legis.nd.gov/cencode/t44c08.pdf
SBHE Policy 706.3 – Authorization for
Travel
http://ndus.edu/makers/procedures/sbhe/default.asp?PID=43&SID=8
CONTACTS
General questions about this policy can be answered by your department’s administrative office. Specific
questions should be directed to the following:
Subject
Contact
Telephone
Policy Content &
Clarification
Accounting
Services
(701) 777-2771
Grants & Contracts
Allowability
Grants & Contracts
Administration
(701) 777-4151
Travel Vouchers
Accounting
Services
(701) 777-2771
Department Email / Web Address
[email protected]
http://und.edu/financeoperations/accounting-services/
http://und.edu/research/researcheconomic-development/grants-contracts/
[email protected]
http://und.edu/financeoperations/accounting-services/
DEFINITIONS
NDCC
North Dakota Century Code – Codification of all general and permanent law
enacted since statehood
SBHE
State Board of Higher Education– The policy setting and advocacy body for
the North Dakota University System and the governing body for the North
Dakota’s publicly supported colleges and universities.
Payment Documents/
Supporting Documentation
Itinerary showing departure/arrival locations, dates, class or conference
information, receipts, etc.
PRINCIPLES
OVERVIEW – Although discouraged, University of North Dakota may advance funds for the payment of meal
and lodging expenses incurred while an employee is on business travel. To qualify, travel must be in excess of
five days per month (does not need to be consecutive) and requested funds cannot exceed 80 percent of estimated
expenses. All travel advances must be preapproved by Accounting Services.
If an expense is to be paid from a grant or contract fund, a Grants and Contracts Officer should be contacted prior
to incurring the expense.
As a public institution, the University must demonstrate the prudent use of funds entrusted to it by its various
constituencies. The general public, legislators, students, donors, and granted organizations and individuals must
be assured that funds are wisely spent and do not personally benefit University officials and employees. North
Dakota State Board of Higher Education (SBHE) Policy 706.3 defers to North Dakota Century Code (NDCC) 4408-04.2 which allows for travel advances.
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Section 2, Finance
Employee Travel: Travel Advance 2.24
PROCEDURES
Submit travel advance request in writing (email or hard copy) to Accounting Services. The written request must
include travel dates, estimated expenses, an explanation as to what options other than a travel advance were
considered (direct billing, UND purchasing card, etc.), and supervisor’s signature/approval. If approved,
Accounting Services will send written notice to the department through the electronic payment process
(ImageNow).
Within 30 days of the completion of travel, payment documents must be returned to Accounting Services. If
documentation is not received within 30 days after travel, the employee who received the travel advance will be
required to sign a payroll deduction authorization form for the full travel advance received.
An individual should not have more than one travel advance outstanding at a time. Exceptions must be sent to
Accounting Services in writing by the employee’s supervisor. If approved, Accounting Services will send a
written notice to the employee and supervisor.
RESPONSIBILITIES
Accounting Services
 Audit the travel advance request for compliance with applicable policies
and procedures
 Approve request and enter advance into the electronic payment processing
system (ImageNow)
 Audit the travel voucher for compliance with applicable policies and
procedures
 Approve the payment
Grants and Contracts
 Audit the travel advance request for compliance with grant and contract
policies and procedures
 Audit the travel voucher for compliance with grant and contract policies
and procedures
UND Departments
 Submit written travel advance request
 Approve the advance by certifying it is valid and in compliance with all
policies and procedures
 Complete the travel voucher and submit payment documents/supporting
documentation within 30 days post travel
FORMS
Travel Expense Voucher
http://und.edu/finance-operations/accounting-services/_files/docs/travelexpense-voucher.xls
APPENDICES
Appendix 1 – Travel Expense
Voucher Example
http://und.edu/finance-operations/accounting-services/_files/docs/travelexpense-voucher-example.xlsx
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Section 2, Finance
Employee Travel: Travel Advance 2.24
REVISION RECORD
11/29/2012 – Revision
 Creation of all-encompassing travel policy
 Separated travel advance information from all-encompassing travel
policy
 Put in F&O policy format
 Updated email and web addresses in Contacts, Forms and Appendices
03/07/2013 – Revision
 Updated link for Appendix 1.
09/22/2008 – Policy Implementation
10/31/2012 – Revision
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