A Travel Award is funding provided by a department, school, or external source that is awarded to a person to use for travel.
A Travel Advance is a loan given to a traveller to assist with travel costs. Upon return of the trip, the traveller must account for the advance by completing a travel expense claim within 30 days of the end date of the trip. If a traveller spends 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.
Total Eligible Reimbursement is the total amount owing to the claimant. Where the claim indicates a travel advance and/or travel award was received by the claimant prior to travel, these adjustments are reflected in the Total Eligible Reimbursement.
The Total Charged to Account is the total amount of the claim to be charged to a department. The amount can be charged to one or more Chartfield strings (Fund, Department, Account and Class, Program or Project if applicable). Where the claim indicates a travel advance was received, the Total Charged to Account amount will include the amount of the travel advance. Where the claim indicates a travel award was received, this amount is not included in the Total Charged to Account amount.