When absolutely necessary, advances of cash for expected business expenses in excess of $50 may be requested using a Travel Advance Request form. Cash advance requests should be submitted no more than 30 days prior to the start of the trip. Any request that requires specific denominations of currency need at least two days advance notice to the Cashier. Advances are expected to be cleared within 14 days of the last day of the trip.
An individual may have only one outstanding cash advance per trip and cannot request a new advance until the previous advance has been cleared.
The amount requested on the Travel Advance Request form shall not exceed a reasonable estimate of the out-of-pocket expenses that cannot be charged to a credit card.
The individual must submit a Travel Expense Report even if he or she is not owed any additional reimbursement in order to document the business purpose for which the advance was issued.
A cash advance is to be returned immediately if a trip is cancelled or indefinitely postponed.
Thirty days after a trip is completed, Bucknell will initiate proceedings for the recovery of any outstanding cash advances. Any advances that cannot be recovered from the individual shall be charged to the account indicated on the Travel Advance Request or Check Request forms or as designated by the accounting office.
The IRS states that advances not cleared within a reasonable time frame are subject to tax.
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