Travel Advance
Generally, travelers on LSU New Orleans business are expected to provide their own funds during travel, and then ask for reimbursement after traveling (with the exception of items required to be paid with the State Travel Card or CBA). Advances of funds for travel will be made only for extraordinary travel. An advance may be provided if the traveler meets one of the criteria listed below:
- Employees who accompany and/or are responsible for students on group travel.
- Employees whose salary is less than $30,000 a year.
- Employees traveling for extended periods - 31 or more consecutive days.
- New employees who have not had time to apply for and receive a corporate credit card.
- Required prepayments of registration for seminars, conferences, or conventions.
- Travel to remote areas, such as the jungles of Peru or Bolivia.
- Advance refundable ticket purchases (more than 30 days in advance).
How to request a cash advance:
A travel advance is requested through a Workday Spend Authorization, and the "Cash Advance Requested" box is selected in the line item. After the Spend Authorization is approved, the funds will be direct deposited to the employee's bank account on file with payroll.
What to do after the trip:
Itemized receipts must be kept and submitted through a Workday Expense Report. The Spend Authorization associated with the cash advance must be linked to the Expense Report. If there are left over funds from the advance, the difference must be repaid at the Bursar's Office. The Office of Accounts Payable will notify the Bursar's Office and traveler when the payment is ready to be made.
How to cancel an advance:
If the trip is canceled and the advance is not used, funds are owed back to LSU New Orleans. Please contact the Office of Accounts Payable if this occurs.