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Travel Advances

Directive Statement

The University will authorize payment up to 100% of personal funds of an approved Travel Authorization for university employees.  A traveler shall not have more than one advance at a time and travel advances should be processed 10-20 workdays prior to start of trip.  Requests for an advance more than 30 days prior will need a written justification of the circumstances which necessitate an exception to this restriction.

The advance must be settled no later than 10 workdays from the travel ending date.  If not settled within 30 workdays, UF can garnish a traveler’s wages through Payroll.  The traveler may make payment arrangements for a garnishment deduction until the cash advance is settled completely

Prior to the 30 workdays garnishment, the Travel Department will generate three email notifications regarding the unresolved outstanding debt to the traveler on or around the 10th, 20th, and 29th workdays upon return to headquarters.

If the travel advance results in payroll garnishment, then the traveler will not qualify for future travel advances.

Reason for Directive

To comply with State Statute 112.061.

Who must comply?

University of Florida employees, unless a grant specifically states otherwise.

Procedures

A university employee or travel originator must request the advance using the Travel and Expense Module.

  1. Follow instructions in the UF HR Toolkit – Create a Travel Advance
  2. Attach the signed Cash Advance Signature Page when submitting a Cash Advance request.
    • The Cash Advance request will be sent back if one is not provided
  3. Cash advances must be settled within 10 workdays after the return to the official headquarters

Last Reviewed

05/01/2020: reviewed content

Resources

Human Resources website

Toolkits

UF HR Toolkit – Travel and Expense Module

Contacts

Travel & Employee Reimbursements: (352) 392-1241

Email: travel@ufl.edu

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