1. Program Director Finances
Procurement & Payment Services
Leahy LL40

2. Travel Advance
Submit a travel advance agreement along with a domestic vendor form
The domestic vendor form only ever needs to be submitted once, so if you have received a travel advance before, you may not need to submit it again.
We recommend ACH/Direct Deposit method to ensure fastest payment.
Travelers receive 80% of the requested travel advance amount.
Travel advance requests should be submitted one month prior to travel.
Form:

3. Travel Expense Report
Required for travelers requesting reimbursements or who have received a travel advance.
Familiarize yourself with what expenses can or will be reimbursed.
Include exchange rate documentation from the first or last day of your trip.
Must be submitted to Accounts Payable within 15 days of your trip’s end date.
You will need to submit the report to your office/department for their review and approval prior to giving it to Accounts Payable.
Any unused travel advance funds must be submitted to the Cashier’s Office within 15 days of your trip’s end date.
Form:
Instructions:

4. Receipts Must be submitted with the Travel Expense Report.
Attach receipts by taping them to 8.5x11” paper and labeling them with a date, purpose (if unclear), and amount.
Receipts for meals and incidentals are not required if using the per diem.
Carry a small notebook for creating handwritten receipts if traveling in areas where receipts are less readily available.
Handwritten receipts should contain the name of the vendor, a description of the items purchased, the cost, and a signature from the vendor’s representative (waiter, sales clerk, etc).
Collect and organize receipts as you go along.
Lost receipts: Submit a missing receipt form for transactions over $25.

5. Questions?
Lisa David
Director of Accounts Payable