Policy References

Process and Document Preparation:

The OSC Rules and Regulations allow continuous travel advances up to $400 to employees whose duties require overnight assignments away from their official station for at least 30 percent of the work year. In addition, Business Units may advance funds to an employee for a specific travel event.

Process and Document Preparation:

Business Units must have procedures to ensure timely accounting of travel advances. These procedures should include timely submission of Expense Reports, and procedures for ensuring an employee does not leave the Business Unit’s employment with an outstanding travel advance. If necessary, recovery of funds may include deductions from the employee’s salary or other monies due him/her. Travelers must account for a travel advance upon completion of the travel for which the payment was advanced.

Each Business Unit should annually review its continuous travel advances to ensure compliance with OSC policy. Employees whose travel situation changes and are not expected to travel at least 30 percent of the work year must return advances.

Travel advances can be issued in SFS in two different ways, either through an agency’s petty cash account or through the Travel and Expense module. For advances issued in the Travel and Expense module, the appropriate business purpose (Cash Advance) and expense type should be selected as indicated in Section 9 - Allowed Values of this Chapter. The Business Unit must ensure that any money that was advanced and not used is returned by the traveler. The Business Unit is also responsible for ensuring employees return any unused cash advances.

Guide to Financial Operations

REV. 10/12/2012