Outstanding Travel Advances

The issuance and recovery of temporary travel advances by the departments and the substantiation of expenses for temporary travel advances by the employees must comply with the reasonable period of time requirements for an accountable plan. 

A travel advance may be issued to an employee on official State business.  The travel advance will be issued within 30 calendar days of when the anticipated expenses are to be paid or incurred.  The 30 calendar days will be based on the issuance date of 30 days prior to trip date.

The travel advance amount must be reasonably calculated not to exceed the estimated expenses to be paid or incurred on the entire trip.  To ensure that the travel advance amount is not excessive, the travel advance request should 90% if payable to the employee, and 100% if payable to a vendor. The advance must be reviewed and approved by the same person who approved the trip.
 
If a trip is canceled or postponed indefinitely, the travel advance must be returned immediately but no later than 30 calendar days from the issuance date of the travel advance.

A properly prepared travel expense claim (TEC) to substantiate the travel expenses must be submitted as soon as possible after the trip(s) or at least once a month.
 
If the travel advance exceeds the substantiated expenses, the employee must submit a check or money order to return the excess travel advance amount. Before paying the excess amount, please have Accounts Payable review the total amount due before you make the payment. This is to ensure that the correct amount is paid back. Make all checks or money orders payable the CSUS. Write the correct chartstring in the memo section of the check, so the Cashier’s office knows where to post the check.
 
If the substantiated expenses exceed the travel advance, the employee will be paid the difference.
 
A periodic letter must be sent once a month 30 days after the trip end date to notify employees who have travel advances, but have not submitted a TEC to substantiate the travel expenses and/or have not returned any excess travel advance amount.
 
The periodic letter will request that the employee submit TECs to substantiate the travel expenses and/or return any excess travel advance amounts for the two months proceeding the month prior to the periodic letter date. For example, the December 1 periodic letter will be for travel advances issued in October and November.
 
The periodic letter will specify that the employee must submit TECs and return any excess travel advance amounts within 30 calendar days of the periodic letter date.
 
If an employee has already submitted a TEC and returned any excess travel advance amounts for the applicable months of the periodic letter, a statement to this employee will not be necessary for those particular months.