Travel advances may be made when necessary to enable faculty, staff and others
to travel on official College business. These advances are, in effect, loans
made to travelers. The traveler is responsible for prompt payment of any advance
or loan and must seek reimbursement for actual expenses incurred by submitting
a Travel Expense Account Form.
Bank of America Corporate Travel Cards are available for registration
fees, lodging, meals and related expenses. If an employee is not eligible
for a Corporate Card, then travel advance funds may be approved by
the Office of Accounting and Finance. For all instances in which an
advance can be issued, please refer to theState
of Travel Guide.
• All requests should have an explanation of why the advance is being
requested.
• Advances will not be made to anyone with a previous advance still
outstanding or to any Bank of America cardholder whose privileges have been
revoked, excluding registration.
Procedures:
1. Complete an Authorization to Travel Form. The request should be
made in the designated area on the form. The advance may include registration,
airfare, meals, lodging and miscellaneous expense items such as taxis.
Transportation (airline) will be processed on the Authorization to
Travel, along with a copy of your itinerary.
2. Submit the Authorization to Travel to Accounts Payable at least
seven to ten business days prior to the anticipated travel. If approved,
the advance will be ready for pickup and signed for in the Bursar’s
Office by the person receiving the advance. The pickup or deposit
will be ready usually 2-3 days prior to the employee’s departure,
upon email notification. If a direct deposit option is available,
the funds will be deposited in the designated account and the employee
will receive an email notification of transfer of funds. The emails
will be the only notification of such.
3. Upon return, forward an approved Travel Expense Account Form. Advances
are due on the 1st of the month. A reminder notice will be sent by
Accounts Payable to any employee with an outstanding travel advance
stating that the Travel
Expense Account Form must be submitted or the advance repaid immediately.
Example: If the person returns from their trip on the 16th
of the month, the due date will be the 1st of the next month.
4. In the event that the Travel Expense Account Form has not been submitted
by the fifth of the month, a second notice will be sent to the employee and
their respective supervisor.
5. The reimbursement will be applied to the outstanding advance. If the reimbursement
amount is greater than the advance, an audited copy of the Travel Expense
Account Form and a payment will be issued for the difference. If the reimbursement
is less than the advance, an audited copy of the Travel Expense Account Form
and a letter will be sent to you via mail indicating such. The refund should
be made payable to Baton Rouge Community College in the form of cash, check
or money order.
