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TRAVEL ADVANCE/PREPAID EXPENSE REQUEST

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The Travel Advance/Prepaid Expense Request form is used to request cash advances and the prepayment of expenses, such as hotel deposits and conference registration fees, relating to travel on behalf of the University. The University encourages the use of personal credit cards while on University travel whenever possible to minimize the need for cash advances and ensure more accurate documentation for trip expenses.

Prepare a Travel Advance/Prepaid Expense Request form.

Traveler Information:

Enter the name, social security number, and department of the person who will be traveling.

Contact Person:

Enter the name and phone number of the person who should be contacted with questions and information regarding the trip.

Dates of Travel:

Enter the dates of travel. Cash advances will be issued seven days prior to the initiation of the trip.

Campus Mailing Address:

Enter the inter-office mailing address to which checks and correspondence regarding the trip should be forwarded.

Purpose of Trip/Destination:

Enter the trip destination and an explanation of the purpose of the trip including the conference name, if applicable.

Third Party Reimbursement:

Indicate if any expenses relating to the trip are to be reimbursed by a third party sponsor.

Prepayment Requests:

Vendor:

Enter the name and address of the vendor to which a prepayment should be processed.

Date Required:

Enter the date the prepayment should be paid.

Amount:

Enter the amount to be prepaid.

Travel (Cash ) Advance:

If a cash advance is needed, enter the amount requested, not to exceed $500 or $100 per day of travel, whichever is larger. Cash advance checks will be issued seven days prior to the start of the trip.

Total Prepaid Expenses/Travel Advance:

Enter the total amount of the requested prepayments and cash advance.

Traveler Certification:

Sign the request to certify that the requested prepayments and cash advance is necessary for the trip.

Account:

Enter the account and object code to which the prepayments and cash advance should be charged. The total amount must agree with "Total Prepaid Expenses/Travel Advance" total identified in the itemized section.

Approvals:

Obtain all required approvals including the traveler's supervisor and the account administrator in addition to any other required approvals stipulated by departmental policy. Prepayments and advances for trips to foreign destinations (excluding Canada) must also be approved by the traveler's vice president.

Retain the yellow copy of the Prepaid Expense/Advance Request for departmental records.

Attach the completed registration (with one copy) to the Travel Advance/Prepaid Expense Request and forward to the HSC Finance Office or Financial Services.

Upon approval, the HSC Finance Office and Financial Services will forward the document to the Travel Office for processing.

Revised: Wednesday, 29 Jan 2003

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