Travel Advance Policy

A Travel Advance may be issued to employees traveling on William & Mary business.  A Travel Advance is a university service to employees to cover out-of-pocket- travel expenses that are expected to be reimbursed to the employee from university accounts.  A Travel Advance is not provided for expenses that can be paid as a direct billing or by the Department Small Purchase Credit Card.  Travel Advances must be submitted through Chrome River as an Expense Report.  Students and Non-W&M Affiliates may not request a  travel advance.

Requests 

Requests must be submitted in Chrome River at a minimum of 10 days prior to the departure date of travel.  The traveler must attach a copy of the Pre-Approval and the Acknowledgement of Financial Responsibility Form (PDF). The Receivables and Collections manages all approvals and reconciliation's for Travel Advances.

Reconciliation

The advance must be reconciled in Chrome River within 30 days from the last date of travel.  The reconciliation requires the travelers to account/document the travel advance amounts to the costs incurred during the business travel.  The reconciliation process in Chrome River will determine if the traveler is due a reimbursement or if the traveler must reimburse the university for the excess amount not used during business travel.  If the amount of the reimbursement is less than the amount of the cash advance request, a cash advance return must be submitted in Chrome River and approved by the Receivables and Collections Department.

See Chrome River tab and scroll down to Job Aids for instructions on submitting a Travel Advance.