Procedures Manual - Obtaining a Travel Advance
In order to avoid delays in processing, please ensure that your advance request is properly coded and approved prior to sending it to the Finance Division.
Travel Advance (or Request for Leave/Duty and/or Travel Advance)
TRU provides advance funds to enable travel, professional development, research, and a variety of other expenses a week to ten days prior to the identified need. When an employee plans to travel a distance greater than 125 km (one way), a travel advance form must be completed and approved by a Dean/Director one administration level higher PRIOR to departure. If you wish to be reimbursed for conference registration or airfare prior to this point, please indicate this on your advance. Please note that TRU employees' travel expenses only should be advanced using this form.
Travel Advance/Expense Report 
We require that employees make their own reservations, registrations and pre-payments, and then apply for reimbursement. The employee is responsible for his/her own expenses so that, in the event of a cancellation or change of plan, the employee will make the proper arrangements. Due to the size of our organization and internal control requirements, we are unable to make payments directly to a travel agent, hotel, etc. Please do not arrange for billing of expenses direct to TRU, as TRU will not be responsible for direct billings from travel agencies. Purchase Orders will not be issued for any travel expenditures, i.e. conference fees, hotel, air fare, etc.
Travel expenses and meal allowances will not normally be paid for local travel in and around the city where you are an employee of TRU.
Requests for leave without pay should be processed in memo form rather than on the request for leave/duty and/or Travel Advance Forms.
If you are providing travel money to someone who is not an employee, a Personal Service Agreement, cheque requisition, or honoraria form should be used. Contact the Accounts Payable department to determine the correct payment method.
If you feel arrangements other than those shown above are required, please discuss the details with your Chairperson and Dean/Director.
Please check with Accounts Payable prior to departure if you have not received your advance.
All receipts must be retained and submitted along with a completed authorized expense claim within 10 days of your return. Claims for less than the allowable amount are permitted.
Travel Advance/Expense Report
Completion of Travel Expense Forms
- Travel Expense Report outside Region
Must be completed within five days of return from trips exceeding 125 km (one way). If the expenses are within 10% of the amount approved on the Travel Advance, no further approval is required on the expense claim. However, your Dean/Director may specify that they wish to see all expenses; please clarify with them.
- Travel Expense Report within Region
This form is for use when an employee regularly travels less than 125 km (one way) within the University region. Williams Lake Campus is considered within region.
Timing of Cheques - Travel Advances or Expenses
Cheques for advances or expenses are produced weekly, i.e. all requisitions should be received, properly approved, in the Finance Division by Tuesday each week to get into our weekly cheque run. If submissions are not fully completed or A/P have questions, A/P staff will contact the initiator for further information and as such may miss the weekly cheque run. Advance cheques will be produced approximately two weeks prior to your departure unless otherwise requested.
As U.S. cheques are processed bi-monthly, please submit U.S. travel advances at least two weeks prior to departure. Emergency travel requiring manual cheque advances should be brought to the Accounting Manager with proper explanation, and we will process them as soon as possible.