10.03 Non-Travel Advances Issued: May 15, 1998
The purpose of a non-travel advance is to facilitate the procurement of goods when the
purchase order process will not suffice.
To be eligible for a non-travel advance, the purchase must meet one of the following
a. Vendor will not accept a purchase order
b. Vendor has placed the University on temporary credit hold due to
an unpaid invoice
c. The purchase involves a number of small dollar items from various
vendors, thereby making the normal purchase order process an
inefficient method of procuring the goods.
3. Procedures for issuing Non-Travel Advances
3.1 To obtain a non-travel advance, an employee must submit properly completed and
approved Purchase Requisition and Travel/Non-Travel Advance Request forms to
the Purchasing Office.
3.2 The Purchasing Office processes the Purchase Requisition through the normal
procedures to the point of Purchase Order issuance. The Purchasing Office also
verifies that the eligibility criteria are met. If the criteria are not met, the Purchasing
Office issues the Purchase Order to the vendor and disregards the non-travel
advance request. If the criteria are met, the Manager of Procurement approves the
non-travel advance request and forwards to the Controller for approval.
3.3 The Controller reviews and approves all requests for non-travel advance requests
and forwards to the Treasury Services Office for check issuance.
3.4 The Treasury Services Office verifies that the employee requesting the advance has
cleared all prior advances before generating the check. If a prior advance is
outstanding, the department is notified that it must be cleared before the new
advance request is processed.
3.5 The Treasury Services Office prepares a check for all approved non-travel advance
requests and requires the employee receiving the advance to sign for it.
4. Procedures for Clearing Advances
4.1 All non-travel advances must be cleared within 10 business days of receipt.
Exceptions to this must be approved by the Controller.
4.2 To clear a non-travel advance, the employee must provide the Cashier’s Office
with all paid receipts and any excess cash.
4.3 The Cashier’s Office issues a receipt to the employee for the excess cash deposited
and the original paid receipts and a copy of the cash receipt (if applicable) are
attached to the non-travel advance documentation and forwarded to the Accounts
Payable Office for filing.
5. Penalties for Delinquent Non-Travel Advances
The penalties for failing to clear non-travel advances within the required 10 business days
are as follows:
a. Employee is no longer eligible to receive advances, until prior
advances are cleared.
b. Employee’s department is no longer eligible to receive advances,
until prior advances of employee are cleared.
c. Employee’s travel reimbursement checks will be held, until the prior
advances are cleared.
Travel/Non-Travel Advance Request forms may be purchased from Central Stores.
Contact: Manager of Treasury Services
Was this information helpful? Provide Feedback or report broken links.