Travelers should pay travel expenses with out-of-pocket funds and be reimbursed through a MyExpense expense report. Cash advances should only be used when absolutely necessary for travel-related expenses (does not include meeting/entertainment expenses). Consider using these alternatives before requesting cash advances:

• Travelers may apply for a Corporate Travel Card, which can be used for lodging, ground transportation, and the traveler’s own meals.
• Departments may use a Procurement Card to pay registration fees on behalf of the traveler.
• Departments may provide a SpeedType/Cost Center for airfare in Connexxus to pay for the airfare directly.

Please exhaust alternatives above before requesting cash advances.  

Travelers should consider the following when requesting cash advances:

• Request a reasonable estimated amount for the necessary expenses of the trip.
• Cash advances are only issued within 30 days of the first day of business travel.
• A traveler may only have one outstanding cash advance and must clear any previous advances before another advance is issued.
• If an employee does not submit an expense report showing how the advance was spent on travel expenses and/or fails to return any unused cash advance amounts within 120 calendar days of the end of a trip, under IRS regulations the amounts are considered taxable income to the employee. Travelers who are taxed for travel advances will not be allowed to receive future cash advances.
• Cash advances can only be used for the traveler requesting the funds. The funds cannot be given to any other individual.

For more information on cash advances, visit Supply Chain Management’s Travel Cash Advance and Travel pages.