The “Travel Advance/Reimbursement Requisition” is
used to request a travel advance and/or to report travel expenses and
obtain reimbursement.
The form is a three-part carbonless form:
| 1st copy (white) |
If an advance is desired, two (2) days
before leaving on a trip (or earlier) the completed white
copy should be submitted to the Business Office for processing of the
travel advance check. If no advance is desired, this white copy should
be discarded. The amount requested in advance should be based on a
reasonable estimate of what your cash expenses will be on the trip. |
2nd copy (yellow)
3rd copy (pink) |
Within three (3) days of return,
the yellow and pink copies should
be completed. The yellow copy should be returned
to the Business Office along with receipts from the
trip and the pink copy retained by you or your supervisor. |
It is important to note that all advances must be followed up with
an expense report (yellow copy), with receipts, within
three (3) days of travel, regardless of whether or not additional reimbursement
is due you. Failure to clear advances in a timely manner may result
in a hold being placed on future advance requests and ultimately in
the amount of the uncleared advance(s) being reported to the IRS as
income.
The IRS defines "business travel" as a trip that takes
you away from home overnight. Travel expenses must meet
this definition to qualify for reimbursement.
Use of personal automobiles is reimbursed at a rate of $.58/mile.
This rate is related to the current IRS mileage reimbursement rate
and is subject to change.
When clearing all advances please return the small white advance
slip included with your advance check.
ENTERTAINMENT EXPENSES
Clearly identify:
- who was present at the event for which the College
is paying the expenses,
- the amount of the expense (supported by receipts),
- when and where the event took place,
- and the reason for the event.
IRS regulations require that documentation must answer five questions:
who, what, when, where, and why.
Use of the attached checklist to include with Requisitions or Travel
Advance/Reimbursement forms may be helpful.
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