Travel Expenses - Advances & Expenses

  • An employee may ask for a travel advance for anticipated out of pocket expenses when conducting official business travel. A copy of the conference information must be attached to your Travel Request Form indicating the registration fee, location, date(s) and name of the conference, etc., mileage map, lodging, airfare, etc. or any applicable expenses for the conference. If more than one person is attending the same conference, you may not group the travel expenses together and qualify for the advance. 

    Any unused advance amount or amounts deemed not allowable shall be reimbursed to the District within 10 days of the return date of travel. Registration only does not qualify for a travel advance. Please submit the completed Travel Receipt form, receipts of expenses incurred, and the original purchase order to Business Services for payment.

    If travel expenses were not advanced, the employee shall submit the Travel Expense Form along with travel receipts for the amounts actually expended, after the trip has concluded. All forms need to be completely filled out before submitting to Business Services.