Travel Voucher/Cash Advance at Duquesne University

This form is used for obtaining cash advances for travel by University personnel in accordance with University Policy for Travel, Entertainment, and Other Business Expenses. Use of a University corporate card or other personal credit card is highly recommended, use of cash advances are highly discouraged and each cash advance will be limited to a total of the standard domestic meal allowance per day plus $100 per trip. The per diem amount for the calendar year 2008 is $45. The reason for the advance must be written on the form and the form must have the appropriate approvals prior to be ing submitted to the Accounts Payable department. The individual has 30 days upon completion of his trip to submit a report of business expense with the appropriate expenses and clearing the Travel Advance. When submitting the Report of Business Expense, the advance should be noted on the form and deducted from the amount owed. Any unspent balance of an advance should be deposited back into the account and a copy of the CR1 reciept should be attached to the reimbursement request.

Note: Failure to follow this procedure will result in cash advance amount being considered taxable income to the employee.

Signature of Applicant.
Signature of the authorized Budget Office.

IMPORTANT POINTS TO REMEMBER

Approval by the Supervisor or the Supervisor’s designee is required for all employees requesting cash advances including senior management, deans, directors, and department heads. An employee shall not approve his or her own request nor may any peer of the employee requesting the advance grant approval. In addition, any subordinate within the direct reporting structure of the employee requesting the advance may not grant approvals.
Exceptions require approval of Vice President or their designee.
Failure to comply will be taken up with appropriate Vice President.
Additional cash advances will not be approved for any employee with an outstanding cash advance.
Cash advances will not be issued more than ten (10) working days before the approved travel date.

ROUTING OF TRAVEL EXPENSE/CASH ADVANCE VOUCHERS

After the form has been completed, with all required signatures, forms should be sent directly to the Accounts Payable Department (Room 210 Administration Building)

Please allow two weeks processing time.

WHO TO CALL FOR ASSISTANCE