Travel Advances
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 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. The Travel Advances policy will guide the requirements and limits for travel requests.
Requests
Requests must be submitted in Chrome River 10 days before the travel departure date. A travel cash advance must be greater than $100, and the Cashier's Office grants approval. The traveler must attach a copy of the Pre-Approval and the Acknowledgement of Financial Responsibility Form (pdf). Receivables and Collections manage all approvals and reconciliation for Travel Advances.
Reconciliation
The advance must be reconciled in Chrome River within 30 days from the last travel date. 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 for reimbursement or if the traveler must reimburse the university for the excess amount not used during business travel. If the reimbursement amount is less than the cash advance request, a cash advance return must be submitted to Chrome River and approved by the Cashier's Office.
