Travel Advances & Repayment
A travel advance may be authorized when an approved University business trip requires allowable out-of-pocket expenses that cannot reasonably be paid through Concur direct billing, a T&E Card, or another approved payment method. An advance is University money and remains the traveler’s responsibility until it is fully accounted for.
Before requesting an advance
Use University direct billing or the traveler’s T&E Card when those options can reasonably meet the business need.
A travel advance should:
- Be associated with an authorized University business trip.
- Be limited to estimated allowable out-of-pocket expenses.
- Be requested and approved before the trip.
- Be issued no more than 30 days before the traveler is expected to incur the related expenses.
- Not include expenses that will be paid directly by the University or charged to a T&E Card.
- Use one advance for the trip unless Accounting authorizes another arrangement.
A new advance normally should not be issued when a traveler is delinquent in accounting for a previous advance or submitting a prior travel report.
Advance and repayment process
| Step | Traveler or department action |
|---|---|
| 1. Estimate the need | Identify the expenses that cannot reasonably be paid by direct billing, T&E Card, or another approved method. |
| 2. Request the advance | Submit the applicable Concur request with the trip dates, business purpose, estimated expenses, amount requested, and funding. |
| 3. Obtain approval | Receive the required departmental and financial approval before funds are issued. |
| 4. Use the funds | Use the advance only for allowable expenses associated with the approved trip. Retain required receipts and supporting documentation. |
| 5. Prepare the Expense Report | Report the trip expenses and apply the advance to the appropriate Concur Expense Report. |
| 6. Repay unused funds | If the advance exceeds allowable expenses, record the unused amount as a Cash Advance Return in Concur. Return the funds to the UCR Cashier’s Office by check payable to The Regents of the University of California, Riverside, include the Concur Request Number on the check, and attach proof of repayment to the Expense Report. |
| 7. Complete reconciliation | Submit the Expense Report and resolve any remaining advance balance within 45 days after the trip ends. |
How the advance affects the Expense Report
| Result | Required action |
|---|---|
| Allowable expenses equal the advance | Apply the advance to the Expense Report and submit the required documentation. |
| Allowable expenses exceed the advance | Apply the advance and request reimbursement for the remaining allowable amount. |
| Allowable expenses are less than the advance | Return the unused amount and attach repayment documentation. |
| Trip is canceled | Return the full advance promptly unless Accounting confirms that an allowable, nonrefundable expense should be reported. |
| Expense is personal or unallowable | Repay that amount to the University. |
| Merchant issues a refund after the report is submitted | Notify the department and return or apply the refund as directed. |
T&E Card cash advances
Emergency cash access through a T&E Card is separate from a standard travel advance and is limited to authorized circumstances during official University travel. Any cash obtained, related fees, allowable expenditures, and unused funds must be documented and reconciled on the applicable Concur Expense Report.
Use the Travel & Entertainment Card guidance for eligibility and card requirements.
Responsibility for an advance
| Role | Responsibility |
|---|---|
| Traveler | Use the funds only for authorized expenses, retain documentation, apply the advance to the report, and repay unused or unallowable amounts. |
| Concur Delegate | Assist with preparing the request or Expense Report when authorized, without assuming ownership of the traveler’s debt. |
| Financial Approver | Confirm the business need, funding, amount, and policy compliance before approval, and ensure the advance is properly reconciled and any required repayment is completed. |
Failure to account for an advance may result in collection activity, restriction of future advances, charging the amount to another funding source, or tax reporting when required.