Procedure for Standing Travel Advance
Approval Date: 2010-03-25
Effective Date: 2010-04-01
Responsible Unit: Department of Financial and Administrative Services
An employee who travels on a frequent and regular basis may be provided with a standing travel advance of a reasonable amount upon the recommendation of the Unit Head. Normally, an employee may not hold more than one standing advance or regular travel advance at any one time.
The standard travel claim form should be used for recording expenditures incurred against a Standing Travel Advance. Expenses should be accounted for on a per-trip basis in accordance with the Guidelines for Claimable Expenses and Procedure for Filing a Travel Claim.
It is the responsibility of the Unit Head to ensure, to the best of his or her ability, the prompt refund of any standing advance held by an employee who ceases for whatever reason to occupy the position that justified the standing advance. Whether or not, in such a case, a refund is made, it is the responsibility of the Unit Head to notify the Department of Financial and Administrative Services that such a refund is owing.
An employee who does not use his or her standing travel advance during three consecutive months is required to repay such an advance, unless, in the opinion of the Unit Head, exceptional circumstances prevented the employee from travelling during that period.