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.
Upon return from the trip, the traveller must account for the advance by completing and submitting an Expense Report (ERS) or a Travel Expense claim form (paper process) within 15 days of the travel 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 returned to Financial Services 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, please refer to the guidance provided for these specific topics on the Financial Services website.
- An advance issued through the paper process must be accounted for with a paper travel claim and those issued through the ERS must be accounted for through the ERS.
- 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 cheque that it is a return of an unused travel advance.
For any questions regarding this process, please contact Financial Services at 613-533-2050 or send an email to firstname.lastname@example.org
Starting May 4, 2015, all faculty and staff requesting travel advances must do so through the ERS.
To request a travel advance, the traveller will need to submit an approved Travel Expense/Advance form which will be processed and paid out by Financial Services. At the top of the Travel Expense/Advance form the radio button for Travel Advance must be selected.
Required fields on this form include:
- The Travel Advance Request cannot be processed if the required information is not provided on the form submitted.
- 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.