Travel Advances – SUNY Cortland

• Advances solely cowl:
  • Per diem prices for meals and/or lodging
  • Airfare
• A journey advance must be restricted to what might be moderately estimated to be the traveler’s anticipated enterprise journey bills.

• Maximum restrict is $400 (to not exceed any funding limitations set by the traveler’s division)  for in a single day journeys.
  • Per OSC Rules and Regulations  (see Chapter XIII, Section 4.B “Travel Advance” from OSC’s Guide to Financial Operations)
• Minimum restrict is $75

Exceptions: Advances exceeding $400 could also be permitted in uncommon circumstances, equivalent to for worldwide journey, however require particular justification and extra processing time.

• The funds have to be encumbered in opposition to an account within the SUNY Financial Management System to make sure there’s ample funding obtainable to cowl the estimated value of the advance.

• Required documentation to be included along with your Travel Authorization Request:
  • Conference/assembly agenda (if asking for meals)
  • Hotel affirmation (if asking for lodging)
  • Airfare receipt (if asking for airfare)

• Review any notes from the Travel Administrator in your permitted Travel Authorization Request Form.  A Travel Authorization could also be permitted, but when any of the required documentation is lacking, the advance won’t be given.
• Advances will likely be issued by the Travel Office roughly three (3) days earlier than the departure date until in any other case communicated.
• Travel Authorizations requesting an advance should be acquired on the Travel Office degree (make sure your journey authorization just isn’t caught with certainly one of your approvers) for approval not less than two (2) weeks previous to journey for meal & lodging advance requests and  not less than 4 (4) weeks for advances that embrace airfare.

*If you could have not acquired your closing permitted journey authorization previous to your journey, please test with the Travel Office at [email protected].

• Preferably inside two (2) weeks of returning from their journey, however no later than 30 calendar days upon return, the traveler should submit a Travel Voucher (together with any supporting documentation) to the Travel Office. 
  • The Travel Voucher should embrace the quantity of your journey advance to be deducted out of your whole to be reimbursed. 

• Option 1: Scan & electronic mail every part to [email protected] (extremely most well-liked).
• Option 2: Send through interoffice mail to: Attn: Travel Office, Miller Bldg, Room 310.

IMPORTANT: Electronic/digital signatures are not acceptable on State types (i.e., Travel Voucher).  (See Signature Types)

• Failure to account for the advance inside the 30-day interval upon your return will outcome within the excellent quantity being thought of delinquent, which might result in the sum being deducted from the worker’s wages or different reimbursements and the denial of future journey advances.

Repayment of Excess Funds

The traveler is totally accountable for reimbursement of any and all advance quantities that exceed the precise value of your requested funding. 

• If the advance acquired was greater than the precise permitted bills, the traveler should submit a test for the distinction together with the finished Travel Voucher inside 30 days of coming back from their journey.
  • Checks have to be made payable to: SUNY Cortland.