Hi Nicole, Linked below are ODU's policies for travel advances for employees and students. Although they do not include guidelines on how to prevent loss of these funds, the policies limit the amount that will be advanced. For students, that limit is $100 and for employees, there is no specified limit but suggests $25 per day would be reasonable. Advances for hotels will be made only if there is insufficient time to process a prepayment purchase order (for students, advances may also be made for airfare & registration fees under the same condition; employees have other methods of payment for those items).
Both policies state that the recipient is responsible for repayment of funds. Failure to repay the funds will result in a financial hold on a student's account or deduction of those funds from an employee's pay. There is no specific provision for loss of funds. http://ww2.odu.edu/af/finance/facultystaff/disbursements_processing/accounts_payable/travel_advances_employees_6_718.pdf http://ww2.odu.edu/af/finance/facultystaff/disbursements_processing/accounts_payable/travel_advances_students_6_719.pdf Donna Donna W. Meeks [Description: ODUlogoODUtagfullcolor] Old Dominion University University Policy Manager and Executive Secretary to the Board of Visitors 225A Koch Hall Norfolk, VA 23529 757-683-3072 / FAX 757-683-5679 [email protected] http://www.odu.edu/ao/bov/ http://www.odu.edu/ao/polnproc/ From: [email protected] [mailto:[email protected]] On Behalf Of Nicole Goodman Sent: Wednesday, June 25, 2014 1:20 PM To: Institutional policy-related discussions Subject: [acupa-l] travel advances Hi, I was wondering if any of your institutions have guidelines for employees who are issued travel advances (especially the large cash amounts) in how to handle the cash while traveling to reduce the chances of losing the cash or putting their safety at risk. Also, do you have any language in procedures or policy that address a situation where an employee claims to have lost any of the cash? Best, Nicole Nicole Goodman BFA Budget Officer and Internal Controls/BFA Policy Coordinator OM 403, MS - 9044 Western Washington University *|360.650.2477 6|360.650.3037 *| [email protected]<mailto:[email protected]> I GIVE. DO YOU? Click the logo below to start giving or to increase your donation. [Description: http://www.sos.wa.gov/_assets/cfd/(041013)%20CFD%20Logo.jpg]<https://apps.cfd.wa.gov/donationmanagement/MainLogin.aspx?ReturnUrl=/donationmanagement/Donor/ContributorEnterEditPersonalInformation.aspx> ATTN: Please be aware that when you respond to an ACUPA-L e-mail, the reply will be distributed to the ENTIRE list of members. If you do NOT want to send an e-mail to everyone, please reply directly to the individual who initiated the query (their e-mail address appears in the "From" line of their original e-mail). If you wish to remove yourself from the ACUPA e-mail list, please go to the following website and complete the form. We will remove you from the list within 24 hours, during normal business hours. http://www.acupa.org/MembershipForm_Discontinue.html If you have questions about the ACUPA e-list, please contact Jamie Parris at [email protected]<mailto:[email protected]?subject=ACUPA%20e-list%20assistance> or 607-255-6837. ________________________________ NOTE: This message was trained as non-spam. If this is wrong, please correct the training as soon as possible. Spam<https://www.spamtrap.odu.edu/canit/b.php?i=02MiFmiq5&m=8773556317f8&t=20140625&c=s> Not spam<https://www.spamtrap.odu.edu/canit/b.php?i=02MiFmiq5&m=8773556317f8&t=20140625&c=n> Forget previous vote<https://www.spamtrap.odu.edu/canit/b.php?i=02MiFmiq5&m=8773556317f8&t=20140625&c=f>
