GAP 200.023, Travel Advance

Contents

I.  General

II.  Completing the Student Travel Advance Form

III.  Submitting the Student Travel Advance Form

IV.  Travel Advance Quick Reference Guides for Employees

I. General

Duke provides travel advances for students to pay for Duke related travel expenses. Duke also provides travel advances, on a limited basis, for employees who are traveling on Duke related business for an extended period to locations where the corporate card, a Visa product, is not readily available.

Employee travel advances are processed through Concur from the Request tab. Employees should work with department business managers to request access to create and submit a Travel Advance Request via Concur.

Student travel advances should be requested via the paper Student Travel Advance Form

II. Completing the Student Travel Advance Form

The Student Travel Advance Form is used for cash advances during Duke related business travel, where the student is representing Duke.

• Enter the Date of the request and the Name of the Payee
• Indicate the Student Status
• Date of Departure
  Enter the date the trip or event will begin.
• Date of Return
  Enter the date the trip will end. After this date, the student will have 45 days to complete a Travel Expense Form to reconcile the travel advance and return any unused funds.
• Destination
  Enter the city, state, and country if outside the U.S.A.
• Purpose of Travel/Advance Request
  Include the reason for travel and why money is needed in advance of the trip. Provide a breakdown of estimated expenses to support the amount being requested.
• If a travel advance is requested more than two weeks prior to the date of departure/event, indicate a reason for doing so, i.e., to take advantage of discounted airfare
• Cost Object to be charged
  List the cost object to be charged for the expenditures. The cost object will not be charged until a Travel Expense Form to clear the advance is processed.
• Amount Requested
  Indicate the amount being requested on the appropriate line.
• Requestor's Signature
  The requestor (payee) must sign the certification statement confirming their understanding of the process and responsibility for clearing the advance charged to their student account. Type or print the requestor's name, Duke Unique ID, and work telephone number. For assistance in determining an individual’s Duke Unique ID, see directory.duke.edu
• Approved By
  The Travel Advance must be approved and signed by the department business manager, or other designee with budgetary oversight. 

III. Submitting the Student Travel Advance Form

Send the completed and signed form to Employee Travel & Reimbursement via a Customer Support Request. Retain a copy for department records. For information on submitting a customer support request, review the Quick Reference Guide available on our website.

Travel advance requests are processed within five to seven business days.

Students setup with direct deposit will receive travel advances via direct deposit. Otherwise, a check will be issued for pick up at Employee Travel & Reimbursement located at 705 Broad St. Lower Level, Suite 001. The individual picking up the check must present a valid Duke Identification.

IV. Travel Advance Quick Reference Guides for Employees

Creating a Travel Advance QRG

Clearing a Travel Advance QRG