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Queen's University
 

Travel Advances

A Travel Advance is a loan given to a traveller to cover out-of-pocket costs of approved business travel.  A Travel Advance is not the same as a Travel Award.  All travel advance amounts issued are considered by Queen’s to be amounts receivable from the recipient until the travel advance has been accounted for.

To request a travel advance, the traveller will need to submit an approved Travel Advance form which will be processed and paid out by Financial Services. 

Upon return from the trip, the traveller must account for the advance by completing and submitting a Travel Expense claim form (within 30 days of the return date).

If the traveller’s verified travel costs are in excess of the advanced amount, the additional costs will be paid to the claimant (subject to the appropriate approvals).

Any unused portion of the advance must accompany the travel expense claim in the form of a personal cheque made payable to Queen’s University.

Please note that the following document relates to Travel Advances only.  For questions regarding other types of advances, such as Subject Payments and other Accountable Advances, please refer to the guidance provided for these specific topics on the Financial Services website.

Processing a Travel Advance Request

Persons requiring funds to cover out of pocket expenditures of approved travel may request a travel advance by submitting a Travel Advance form to Financial Services.  At the top of the form the radio button for Travel Advance must be selected.

Required fields on this form include:

  • Payee Name
  • Employee ID Number 
  • Start Date and End Date of trip
  • Travel Location(s)
  • Nature of Travel (why the payee is travelling)
  • Amount Requested
  • Account Information
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Note:The Travel Advance Request cannot be processed if the above information is not provided on the form submitted.

  • Advances are issued in Canadian funds only and should not be requested for an amount less than $1,000.00.
  • Requests for travel advances must be submitted far enough in advance of the trip to allow sufficient time for Financial Services to process the payment.  Travel Advance Requests with correct information and approval are processed within 5 business days from receipt Please note that those paid by EFT (Electronic Funds Transfer) may require 2-3 business days for the bank to process the transaction into the payee’s account.
  • A person cannot approve a travel advance for him/herself.  All requisitions must be authorized by one-over-one approval.
  • The traveller must account for the advance within 30 days after the return travel datespecified for the trip (“End Date” on the form).
  • A Travel Advance will not be issued if the individual currently has an advance outstanding that is overdue.  This would include any situations where the current date is more than 30 business days after the specified End Date for a trip covered by previous advance, which has not yet been accounted for.
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Note:If an advance is not required for the purpose or the period for which it is issued, the advance should be returned immediately to Financial Services by cheque, payable to Queen’s University.  Please make sure to indicate on the accompanying Deposit Transmittal form that it is a return of an unused travel advance and code it to account 640002.
For any questions regarding this process, please contact Financial Services at 613-533-2050 or send an email to travel.advances@queensu.ca

Example - Travel Advance Request

Accounting for a Travel Advance

To account for a travel advance that was issued, the traveller must complete a Travel Expense claim form for the actual costs incurred on the trip and deduct the travel advance in the Expense Information section of the form. 

With regards to this form, the traveller should:

  • Ensure the amounts claimed are in compliance with the Travel Expense Policy
  • For guidance on completing the travel expense form refer to the Travel Expense Claim Information  
  • Select the “Travel Expenses” radio button on the top of the form
  • Click on the box for “Travel Advance Received” in the Expense Information section of the form and fill in the boxes for start date of trip and Less Advance Received
  • The claim must be authorized by one-over-one approval
  • Submit the Travel Expense form with all supporting documentation within 30 days of the travel “End Date”
  • If the trip is delayed and you cannot account for the trip in the original planned timeframe, please contact Financial Services at travel.advances@queensu.ca to notify them of the new travel end date
  • If there will be a significant delay, or the trip is cancelled, the advance should be returned to Financial Services via cheque and an accompanying Travel Expense Claim form.  Make sure to note in the Nature of Travel section that it is to repay an unused travel advance.  This should be  coded to account 640002. If you send the cheque in without the Travel Expense claim form it may end up being deposited and the travel advance will not be cleared off our records.
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Note: Financial Services will follow up any overdue travel advance amounts on a monthly basis with the approver of the advance and/or the Business Officer in the department/faculty as required. 

Links to Policies, Forms & Examples

Policies & Information

Forms

Note:The Travel Advance form and the Travel Expense form are the same form.  Selecting the button beside “Travel Advance” changes the form so that appropriate fields are showing for an advance. 

Examples

Note:The examples can be found on the Financial Services website, Procedures, Travel & Related Expenses

Contact Information

Financial Services


 

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000