Travel Expense Guidelines
Advances
a. Advances are requested on a Check Request Form, with an approved Request/Authorization for Leave of Absence Form attached. This should be done with enough time to allow for the processing of a check. Approximately 15 days is needed for processing.
b. On the Check Request Form, the Employee clearly itemizes the amount of advance requested and the budget account number(s) to be charged.
c. The employee must obtain appropriate signatures, on both forms, to process the request.
d. New Procedure (eff. 9/1/97) - Each College Departmental Cost Center will electronically enter the request for advance (similar to the pre-paid purchase order).
e. College Departmental Cost Center sends request to College Business Office with Leave form.
f. College Business Office notifies Purchasing of request.
g. College Business Office files Leave form in tickler file.
h. Accounts Payable processes request for payment.
i. Accounts Payable sends request for payment to District A/P.
j. A/P prints check: (1) 5 working days prior to travel date or (2) Hot file when needed.
k. A/P send check to College Business Office, next business day interoffice mail.
l. Employee presents receipts with Travel Expense Voucher to College Business Office (with-in ten (10) working days after completion of trip).
m. College Business Office pulls original Leave form: (1) marks the forms complete and (2) forwards the form to District A/P.
n. District A/P zero vouchers and completes the file.
o. District A/P files completed Leave form with request for advance.
p. New Procedure (eff. 9/1/97) - College BO reviews the Advance Account on a weekly basis to look for missing receipts.
q. New Procedure (eff. 9/1/97) - District A/P reviews the Advance Account prior to the issuance of any new advance to make sure all previous advances have been cleared.
r. New Procedure (eff. 9/1/97) - District A/P reviews the Advance Account on a quarterly basis, for auditing purposes, and advises the College BO of any advance over 60 days in age.