Business Center Training
for
Travel Advance
Travel Departmental Advance
and
Departmental Advance (non-travel)
7/11/2017
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Transfer of Responsibility
Prepare BC staff to independently process the
different types of advances from start to
finish
Provide BC staff with the resources and tools
they need to process the different types of
advances
Notify BC staff of policy updates
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Travel Advance
Travel Departmental Advance
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The Travel Advance/Travel Departmental
Advance create a credit risk to the university
and should only be authorized when all
other options have been exhausted
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Direct Vendor Payment
Corporate Card
Department Procurement Card
Personal Reimbursement
Advance
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~For Official University Business ~
The Travel Advance and Travel Departmental
Advance are given to a traveler or an OSU
employee, on behalf of the traveler, for official
university business. The travel must benefit
the university’s educational, research or
public service to qualify as official university
business
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‣ Who can get one
‣ What is the qualifying criteria
‣ Where to complete the request
‣ Who reviews the advance
‣ Who enters the advance into Banner
‣ When the funds are released
‣ Settlement of the advance
‣ Reconciliation of the Business Center clearing
fund
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OSU Employee with at least > .5 FTE
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GRA, GTA Student that = .49 FTE
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Who can request a Travel
Departmental Advance ?
OSU Employee with at least > .5 FTE, usually
the supervisor, who can request a Travel
Departmental Advance on behalf of:
‣ Official Volunteers, who do not qualify for a
Travel Advance
‣ Employees, who do not qualify for a Travel
Advance
‣ Students, who do not qualify for a Travel
Advance
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All previous Travel Advances have been
settled in full
Budget authority has signed authorizing the
travel
OPAA has signed authorizing the travel when
on Grant Funds
Minimum of $250 that cannot be pre-paid for
by other means
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Qualifying Criteria continued:
And the travel is:
 Out-of state or international travel that is
longer than five days
Or
 Travel is on an extended trip (longer than 15
days) and the use of the Corporate Card is
not a viable alternative to a travel advance
Or
 Traveler is not eligible for the Corporate
Travel Card- refer to OSU TRA 202:Corporate
Travel Card for qualifications
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The Travel Advance task is found under
Travel in the OSCAR navigation panel
(https://oscar.oregonstate.edu/)
‣ Both types of travel advances can be
completed at this site
‣ Login is required by the traveler or the OSCAR
user to complete the task
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Before approval verify the following:
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The Travel Advance meets the qualifying criteria
Is the traveler eligible for the Corporate Travel
Card? If yes, applications should be turned in
with the Travel Advance request
The traveler has submitted the Advance form at
least five working days prior to the date the
advance is needed
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Business Center Reviews the Travel
Advance/Travel Departmental Advance
continued
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Verify appropriate budget signature authorizing
the Advance
Verify allowable estimated amounts for per diem
meals, lodging and other expenses that are
requested in the advance amount
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Estimates are used as a guideline to determine what
percentage should be granted
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Travel Advance
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Travel Departmental Advance
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How will the traveler receive the Travel Advance/Travel
Departmental Advance, will it be through an ACH or Check?
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ACH - Allow enough time for the ACH to be deposited
into the account by the date needed ~ 3 day rule
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The Business Center will have to override the ACH option in FAAINVE
if a check has been requested
Check Pick Up - In the vendor invoice field include PU,
Business Center phone extension and change the document
indicator from M to 1 to ensure a single check
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In the commodity line use the following
standard: Traveler’s last name, first initial
and description plus dates of travel. Use
FOATEXT to add any additional information
Enter the accounting against the Business
Centers clearing fund and use account code
A3151 (Travel Advances)
Scan supporting documentation into Nolij
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Funds will not be released more than 7 days
before the departure date
Business Center staff will pick up and sign for
the check in Kerr Admin (Window 16)
The traveler or the OSU employee, on behalf
of the traveler, must show photo ID at the
time the check is picked up from your
Business Center (if not known by the Business
Center staff)
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The traveler or OSU employee must sign the
Advance form acknowledging the receipt of the
funds and agrees to the terms at the time the
check is picked up or prior to the release of the
ACH
The settlement is due 45 days after the completion
of the trip
The settlement date is written on the Travel
Advance/Travel Departmental Advance form and a
copy is given to the traveler or the OSU employee,
on behalf of the traveler
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The traveler submits travel receipts with a copy of
the Travel Advance or the Travel Departmental
Advance form to the Business Center
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The traveler receives a reimbursement when
expenses are greater than the amount advanced
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The Business Center uses TRES to create an invoice
using the travel itinerary, expenses and other details
Use the accounting field to credit the Business Center
clearing fund on account code A3151
Reference the original “I” doc # in the description
All back up documentation is scanned into Nolij
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The traveler has travel expenses of $4160.50 less
the Travel Advance -$3753.00 that has been
entered into TRES that shows a reimbursement to
the traveler for $407.50
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Traveler or OSU employee is responsible for the
reimbursement to the university when expenses are less than
the amount advanced
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Use TRES to create a “T” document using the travel
itinerary, expenses and other details (To be deleted later )
A check is written to OSU for funds not expensed and the
deposit is sent to the Cashier’s Office in Kerr Admin
crediting it to the Business Center clearing fund on
account code A3151
A JV is done by the Business Center to complete the
settlement by a debit to the travel expenses and a credit
to the Business Center clearing fund on account code
A3151
Remember to scan back up documentation to the JV. For
example: a copy “T” document from TRES, Advance form,
conference documents, and other travel receipts
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The traveler has travel expenses that are less than the Travel
Advance-$4,500.00. The travel is entered into TRES to create a
“T” document (To be deleted later) and used as part of the back
up documentation to the JV that posts the accounting
Txxxxxxx
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An excel spreadsheet is recommended to
track the open Travel Advances
Open Travel Advances/Travel Departmental
Advances should be monitored monthly and
balanced to the Business Centers Banner
clearing fund
Use FGITBAL to find the balance of your
Business Center clearing fund
All advances must be settled in the fiscal year
the travel was completed
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Reconciliation spreadsheet example:
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The Departmental Advance creates a credit risk
to the university and should only be issued
for participant payment at the
time of the activity
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~For Official University Business ~
The Departmental Advance is given to an OSU
employee for official university business. The
approved use must directly benefit the
university’s educational, research or public
service objective to qualify as official
university business.
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







Who can get one
What is the qualifying criteria
Where to complete a request
Who reviews the advance
Who enters it into Banner
When the funds are released
Settlement of the advance
Reconciliation of the Business Center clearing
fund
7/11/2017
30

OSU Employee with at least > .5 FTE

GRA, GTA Student that = .49 FTE
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
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All previous Departmental Advances have
been settled in full
Budget authority has signed authorizing the
use of the funds
Preferred minimum of $250
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The Departmental Advance is found under
Payment Request in the OSCAR navigation
panel
(https://oscar.oregonstate.edu/)
Login is required by the OSU employee to
complete the task
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Before approval verify the following:
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The Departmental Advance meets the qualifying
criteria
The OSU employee has submitted the Departmental
Advance form at least five working days prior to the
date the advance is needed
Appropriate budget signature authorizing the
departmental advance
Description detailing the use of the funds
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Type of project
Number of participants and each payment amount
Institutional Review Board (IRB) number if one has been
assigned
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How will the employee receive the Departmental
Advance, will it be through an ACH or Check?

ACH - Allow enough time for the ACH to be
deposited into the account by the date needed ~ 3
day rule


The Business Center will have to override the ACH option in FAAINVE
if a check has been requested
Check Pick Up - In the vendor invoice field include
PU, Business Center phone extension and change
the document indicator from M to 1 to ensure a
single check
7/11/2017
35



In the commodity line use the following
standard: Employee’s last name, first initial
and description plus dates of the participant
activity. Use FOATEXT to add any additional
information
Enter the accounting against the Business
Centers clearing fund on account code A3150
(Departmental Advances)
Scan supporting documentation into Nolij
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


Funds will not be released more than 7 days
before the date of the participant activity
Business Center staff picks up and signs for
the check in Kerr Admin (Window 16)
The OSU employee must show photo ID at the
time the check is picked up from your
Business Center (if not known by the Business
Center staff)
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


The OSU employee must sign the Departmental
Advance form acknowledging the receipt of the
funds and agrees to the terms at the time the
check is picked up or prior to the release of the
ACH
The settlement is due by the 15th of the next
month following the completion of the
participant activity
The settlement date is written on the
Departmental Advance form and a copy is given
to the OSU employee
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The OSU employee submits confirmation of the completion
of the participant activity, a copy of the IRB if applicable,
and a copy of the Departmental Advance form to the
Business Center
The OSU employee is responsible for the reimbursement
to the university when expenses are less than the amount
of the advance
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Use the Personal Reimbursement form found in Oscar to detail
the participant activity
A check is written to OSU for excess funds not expensed and
credited against the Business Center Clearing fund on account
code A3150 at the Cashier’s Office in Kerr Admin
A JV is done by the Business Center to complete the settlement
of the Departmental Advance by a debit to the expense and a
credit to the Business Center Clearing Fund on account code
A3150
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When no reimbursement is due to the OSU
employee or to the university
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A JV is done by the Business Center to complete
the settlement of the Departmental Advance by a
debit to the expense and a credit to the Business
Center Clearing Fund on account code A3150
Remember to scan back up documentation for
example: a copy of Personal Reimbursement form,
IRB, if necessary, and other receipts
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
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An excel spreadsheet is recommended to
track the open Departmental Advances
Open Departmental Advances should be
monitored monthly and balanced to the
Banner clearing fund
Use FGITBAL to find the balance of your
Business Center clearing fund
All advances must be settled in the fiscal year
the participant activity was completed
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General Questions
Financial Accounting and Analysis
Diane McGill
737-6047
Stephanie Smith
737-1825
Mark Fryman
737-0624
Treasure Hunt
737-9370
Charlotte Rooks
737-5422
Email
[email protected]
Fixed Assets
Janna Storm
737-4084
Accounts Payable & Travel
Paul Marinello
737-0637
A/P
737-4262
Autopays
Bezu Abebe
737-0635
Pcards
Rose Hamilton
737-0650
Grants, Gift, and Foundation Funds
OPAA
737-4711
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