A Travel Advance is a loan given to a traveller to cover out-of-pocket costs of approved business travel. A Travel Advance is not the same as a Travel Award. All travel advance amounts issued are considered by Queen’s to be amounts receivable from the recipient until the travel advance has been accounted for.
To request a travel advance, the traveller will need to submit an approved Travel Advance form which will be processed and paid out by Financial Services.
Upon return from the trip, the traveller must account for the advance by completing and submitting a Travel Expense claim form (within 30 days of the return date).
If the traveller’s verified travel costs are in excess of the advanced amount, the additional costs will be paid to the claimant (subject to the appropriate approvals).
Any unused portion of the advance must accompany the travel expense claim in the form of a personal cheque made payable to Queen’s University.
Please note that the following document relates to Travel Advances only. For questions regarding other types of advances, such as Subject Payments and other Accountable Advances, please refer to the guidance provided for these specific topics on the Financial Services website.
Persons requiring funds to cover out of pocket expenditures of approved travel may request a travel advance by submitting a Travel Advance form to Financial Services. At the top of the form the radio button for Travel Advance must be selected.
Required fields on this form include:
Note:The Travel Advance Request cannot be processed if the above information is not provided on the form submitted.
Note:If an advance is not required for the purpose or the period for which it is issued, the advance should be returned immediately to Financial Services by cheque, payable to Queen’s University. Please make sure to indicate on the accompanying Deposit Transmittal form that it is a return of an unused travel advance and code it to account 640002.
For any questions regarding this process, please contact Financial Services at 613-533-2050 or send an email to firstname.lastname@example.org
To account for a travel advance that was issued, the traveller must complete a Travel Expense claim form for the actual costs incurred on the trip and deduct the travel advance in the Expense Information section of the form.
With regards to this form, the traveller should:
Note: Financial Services will follow up any overdue travel advance amounts on a monthly basis with the approver of the advance and/or the Business Officer in the department/faculty as required.
Note:The Travel Advance form and the Travel Expense form are the same form. Selecting the button beside “Travel Advance” changes the form so that appropriate fields are showing for an advance.
Note:The examples can be found on the Financial Services website, Procedures, Travel & Related Expenses