Travel Advances

Travel advances, issued from non-state funds, are available to permanent and temporary employees who have not been issued PCards for travel purposes, visitors, and students when a university PCard cannot be used and one of the following conditions exists:

Trip exceeds 30 days.
Trip is for Out of Country travel.
A visitor, student, or volunteer whose documented travel needs exceed $50.
Group or team travel.

In cases where the above conditions are not met but the travel presents financial hardships on the employee and a PCard, American Express card, or personal credit/debit card is not available, the employee may request in writing to the University Controller an exception to this rule. Exceptions to this rule must be approved by the University Controller’s Office.

Requesting a Travel Advance

Eligible employees and non-employees should complete the appropriate travel advance forms on the University Controller’s Office website when using a travel advance.

Employees submit an AP102/AP103 Employee Travel Authorization, Advance and Reconciliation
Non-employees submit an AP104/AP105 Non-Employee Travel Authorization, Advance and Reconciliation

Download the files and complete the forms electronically. Handwritten forms will not be accepted.

Travel advances to temporary employees, visitors, students, or volunteers require a cosigner for the travel advance. (See the AP105). The temporary employee, visitor, student, or volunteer is responsible for repayment of the advance. However, if not repaid by the non-employee or temporary employee receiving the advance, the cosigner will be responsible for repayment of the travel advance.

Foreign visitors must also provide the appropriate travel visa to the University Controller’s Office with the completed forms.

Completed forms should be submitted to universitypayables@ncsu.edu.

Amount/Availability

Travel advances cannot exceed the estimated cost of the trip, less any pre-payments or anticipated PCard payments. Travel advances will be paid via direct deposit to the individual’s bank account or check.

Settlement/Return of Travel Advance

Settlement of travel advances may not be processed through the Travel Reimbursement System but must instead be processed by completing the appropriate combined travel authorization & travel advance and reconciliation forms Excel file and submitting the file, signed statements and supporting documentation to the University Controller’s Office.

The completed combined files, signed statements and supporting documentation should be submitted within 30 days after the travel period. The travel advance will be deducted from the total expenses claimed by the traveler. A reimbursement for the net amount due will be issued to the traveler via the direct deposit program, or if a visitor or student, via their selected option.

When a travel advance exceeds total expenses claimed, the traveler must attach a check or money order, payable to NC State University, with the travel information submitted to the Controller’s Office. The Controller’s Office will not accept cash for settlement of the advance.

Settlement of Visitor Travel Expenses

The combined Non-Employee Travel Authorization (AP104) & Travel Advance and Reconciliation (AP105) Excel file for a visitor should be processed as close to the date of departure as possible. To ensure timely processing, the visitor/department may request reimbursement or settlement of a travel advance prior to the date of departure and include the expenses for any remaining day(s) of travel. The department should contact the Controller’s Office for immediate settlement of a visitor’s travel advance and/or travel reimbursement. Any expenses claimed for the remaining day(s) must be supported with appropriate documentation and such documentation should be provided to the University Controller’s Office as soon as possible.

If the appropriate documentation is not provided timely to the Controller’s Office, the visitor will be responsible for refunding the University any unsupported amounts. If the visitor fails to refund the unsupported amounts then the person cosigning for the visitor’s travel will be responsible for refunding this amount to the university.

Settlement of Advances for Canceled Trips or Terminated Employees

If a trip is canceled or an employee is terminated, any outstanding advance must be returned to the Controller’s Office immediately.

Departments must ensure that employees separating from the University have resolved all outstanding travel advances prior to their last day of work. Departments will be responsible for paying back any travel advances not settled with terminated employees.

Delinquent Travel Settlements or Return of Travel Advance

Delinquent travel settlements or other noncompliance with the travel advance policy may result in the withdrawal of the travel advance privilege from the employee. The Controller’s Office reviews the status of travel advances monthly.

The Controller’s Office will notify the departments and travelers when advances become 30 days old. If after 30 days of this notification no response is received, a payroll deduction will be made from the traveler’s or cosigner’s monthly payroll deposit.

Settlement of travel advances may not be processed through the Travel Reimbursement System but must instead be processed by completing the appropriate combined Travel Authorization & Travel Advance and Reconciliation Form Excel file and submitting the file, signed statements and supporting documentation to the University Controller’s Office.