Section 8-B445. ADVANCES AGAINST TRAVEL EXPENSES

 

445.1An employee or member of the Board may receive an advance of funds to cover expenses to be incurred for official business.

 

445.2An advance to a traveler shall be charged to the funds available and authorized for the payment of the traveler's expense.

 

445.3If an advance is made for travel on official business, it shall be the responsibility of the traveler to ensure that an appropriate expense voucher is prepared and submitted to the authorizing official or his or her designee within seven (7) calendar days after return.

 

445.4If the amount advanced is less than the amount of the voucher on which the advance is deducted, the traveler shall be paid the net amount.

 

445.5If the amount advanced is more than the amount of the voucher, the traveler shall refund immediately the excess amount to the University.

 

445.6If the authorized travel is cancelled or indefinitely postponed, the traveler shall immediately refund any advance that was made.

 

445.7No employee or member of the Board shall be allowed to have more than one (1) travel advance or part of an advance at any time. Further, no request for any additional advances or authorization for travel shall be processed until all amounts due to the University from any previous advance, or portion of an advance, have been repaid.

 

445.8Outstanding amounts due on advances that have not been fully recovered by deductions from reimbursement vouchers or voluntary refunds by the traveler shall be recovered from the person to whom the advance was made, or his or her estate, in accordance with applicable laws and the provisions of this chapter.

 

445.9A charge of twenty dollars ($ 20) shall be imposed for each dishonored check received in payment of an outstanding advance or portion of any advance.