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Travelers should apply for a JPMorganChase Corporate Card in lieu of requesting
cash advances. In the event that a traveler does not have a corporate card,
and a cash advance is necessary, the traveler must submit a Cash Advance
Voucher. This form must be signed by a supervisor and brought to the Cashiers
Office. Faculty and exempt personnel are able to obtain cash advances of
$500 or less upon submitting a Cash Advance Voucher bearing their signature.
When settling your reimbursement, the Cash Advance Voucher number must be
documented on the Travel & Entertainment Expense Voucher.
The College will provide cash advances in limited amounts for faculty
and other employees traveling on authorized business to cover reasonable
miscellaneous costs such as taxi fares, tips and other expenses which cannot
readily be charged to a corporate card. Having a corporate card reduces
or eliminates the need for most travel advances. Cash advances must not
be used to cover personal expenses or any activity that is the sole responsibility
of the traveler. The size of the advance must be a reasonable estimate of
the amount of cash necessary to conduct College business, bearing in mind
that the bulk of a traveler's expenses can be charged to the corporate card
or, if desired, to a personal credit card. Cash advances can also be obtained
for visiting faculty or other employees who will be reimbursed by the College
on a per diem basis for travel expenses incurred while in the Hanover area.
Each cash advance is the personal obligation of the traveler until it
has been discharged by processing a properly completed Travel and Entertainment
Expense Voucher. Thus, the traveler is responsible for any lost or stolen
cash advances (whenever possible, travelers should use hotel vaults to protect
cash or other valuables). Employees are responsible for the proper record
keeping of expenses incurred while traveling and accounting for any unused
advance owed to the College. Travel advances must be accounted for on a
Travel and Entertainment Expense Voucher within 10 working days after returning
from the trip.
When circumstances make it necessary to obtain a cash advance, the guidelines
and procedures outlined herein are intended to establish a minimum administrative
procedure for documenting the use of advanced College funds spent in the
course of conducting College business. Please contact the Controller's Office
for special instructions in the event of any extenuating circumstances that
may require an exception to this policy.
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