Financial Services

Financial Services

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Travel Advances

A travel advance is a loan given 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 traveler will need to submit an approved Travel Expense/Advance form which will be processed and paid out by Financial Services.

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

If the traveler'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.

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 Expense/Advance form.  At the top of the form, the button for Travel Advance must be selected.

Required fields on the form include:

  • Payee Name
  • Employment ID Number
  • Start Date and End Date of Trip
  • Travel Location(s)
  • Nature of Travel (Why the payee is travelling)
  • Amount Requested
  • Account Information

*The Travel Advance request cannot be processed if the above information in not provided on the submitted form

Advances are issued in Canadian Funds only and should not be requested for an amount less than $1,000.

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 the correct information and approval are processed within 5 business day from receipt.  Please note that those paid by EFT (Electronic Funds Transfer) may require an additional 2-3 days for the bank to process the transaction into the payee's account.

A person cannot approve their own Travel Advance.  All requisitions must be authorized by one-over-one approval.

The traveler must account for the advance within 30 days after the return travel date specified for the trip ("End Date" on the form.)

A Travel Advance will not be issued if the individual currently has an outstanding advance that is overdue.  This would include any situation where the current date is more than 30 business days after the specified "End Date" for a trip covered by a previous advance, which has not yet been accounted for.

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 email: travel.advances@queensu.ca

Accounting for a Travel Advance

To account for the Travel Advance that was issued, the traveler must complete a Travel Expense/Advance form for the actual costs incurred on the trip and deduct the Travel Advance in the Expense Information section of the form.

The traveler should ensure the amounts claimed are in compliance with the Travel and Expense Reimbursement Policy.

When completing the form, select the Travel Expenses button on the top.  Check 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.

Travel Advance Form

 

 

 

 

 

 

 

 

 

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 Deposit Transmittal form.  Make sure the description states that the deposit is to repay an unused Travel Advance.  This should be coded to account 640002.

Note: Financial Services will follow up any overdue Travel Advance on a monthly basis with the approver of the advance and/or Business Officer in the Dept/Faculty as required.